HomeMy WebLinkAbout2024-12-03; City Council; 04; Revisions to the City of Carlsbad Part-Time Salary Schedule, Unrepresented Employees Salary Schedule, Unclassified Employees Salary Schedule, Unrepresented Employees CompCA Review JRT
Meeting Date: Dec. 3, 2024
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Jess Dorsey, Senior Human Resources Officer
jess.dorsey@carlsbadca.gov, 442-303-6559 `
Judy von Kalinowski, Human Resources Director
judy.vonkalinowski@carlsbadca.gov, 760-473-4670
Subject: Revisions to the City of Carlsbad Part-Time Salary Schedule,
Unrepresented Employees Salary Schedule, Unclassified Employees
Salary Schedule, Unrepresented Employees Compensation and Benefits
Plan, Unclassified Compensation and Benefits Plan and Authorization of
Pay Increases for Part-Time Employees, Unrepresented Employees and
Unclassified Employees
Districts: All
Recommended Action
Adopt a resolution approving revisions to the City of Carlsbad Part-Time Salary Schedule,
Unrepresented Employees Salary Schedule, Unclassified Employees Salary Schedule,
Unrepresented Employees Compensation and Benefits Plan, and Unclassified Compensation
and Benefits Plan, effective Jan. 1, 2025, and authorizing pay increases for part-time,
unrepresented, and unclassified employees, effective Jan. 1, 2025.
Executive Summary
Staff recommend updating the Part-Time Salary Schedule, Unrepresented Employees Salary
Schedule, Unrepresented Employees Compensation and Benefits Plan, Unclassified Employees
Salary Schedule, and Unclassified Compensation and Benefits Plan in accordance with the City
Council’s desire to maintain competitive levels of compensation and benefits by adjusting salary
ranges to stay within the top third of agencies in our survey market.
Explanation & Analysis
Staff recommend making the following revisions:
Compensation adjustments
•Effective Jan. 1, 2025, all part-time employee salaries will be increased by 3% and all
unrepresented and unclassified employee salaries will be increased by 4%. As a result,
all salary ranges on the Part-Time Salary Schedule will be adjusted by 3% and all salary
ranges on the Unrepresented Employees Salary Schedule and Unclassified Employees
Salary Schedule will be adjusted by 4%.
Dec. 3, 2024 Item #4 Page 1 of 106
•The Unrepresented Employees Compensation and Benefits Plan will also be updated to
reflect this increase.
•An employee’s salary may not exceed the maximum of the pay range for the employee’s
classification.
•In addition, effective Jan. 1, 2025, minimum wage will increase to $16.50. All part-time
salary ranges and employees below $16.50 will be adjusted to reflect the new minimum
wage.
Other revisions
•The Unclassified Compensation and Benefits Plan, which applies to the city’s
Emergency Medical Technicians, will be updated to clarify that all eligible
EMTs may go thru a promotional process and be selected to fill a vacant
Paramedic/Firefighter position.
Staff will continue to monitor the market and recommend adjusting salary ranges as
appropriate to remain competitive in our survey market and compliant with the state minimum
wage and labor laws.
Fiscal Analysis
The total cost of the proposed adjustments are:
•$117,000 for part-time employee’s salaries
•$15,116 for unclassified employee’s salaries
•$606,630 for unrepresented employee’s salaries
No additional appropriations are being requested to fund the proposed adjustments because
the costs will be covered by planned increases approved in the 2024-25 budget.
Next Steps
Staff will finalize the proposed revisions to the Part-Time Salary Schedule, Unrepresented
Employees Salary Schedule, and Unclassified Employees Salary Schedule, and implement the
approved pay increases. Staff will also finalize the Unrepresented Employees Compensation
and Benefits Plan and the Unclassified Compensation and Benefits Plan to reflect the approved
increases and revisions.
Environmental Evaluation
The recommended action does not require environmental review because it does not
constitute a project within the meaning of the California Environmental Quality Act under
California Public Resources Code Section 21065 in that it has no potential to cause either a
direct physical change in the environment or a reasonably foreseeable indirect physical change
in the environment.
Exhibits
1.City Council resolution
2.Revisions to the City of Carlsbad Part-Time Salary Schedule
3.Revisions to the City of Carlsbad Unrepresented Employees Salary Schedule
4.Revisions to the City of Carlsbad Unclassified Employees Salary Schedule
5.Revisions to the Unrepresented Employees Compensation and Benefits Plan
6.Revisions to the Unclassified Compensation and Benefits Plan
Dec. 3, 2024 Item #4 Page 2 of 106
Exhibit 1
Dec. 3, 2024 Item #4 Page 3 of 106
RESOLUTION NO. 2024-265
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING REVISIONS TO THE CITY OF CARLSBAD PART-TIME
SALARY SCHEDULE, UNREPRESENTED _EMPLOYEES SALARY SCHEDULE,
UNCLASSIFIED EMPLOYEES SALARY SCHEDULE, UNREPRESENTED
EMPLOYEES COMPENSATION AND BENEFITS PLAN, AND UNCLASSIFIED
COMPENSATION AND BENEFITS PLAN, EFFECTIVE JAN. 1, 2025, AND
AUTHORIZING PAY INCREASES FOR PART-TIME, UNREPRESENTED, AND
UNCLASSIFIED EMPLOYEES, EFFECTIVE JAN. 1, 2025
WHEREAS, the City Council of the City of Carlsbad has determined the need to revise the Part-
Time Salary Schedule; and
WHEREAS, the City Council of the City of Carlsbad has determined the need to revise the
Unrepresented Employees Salary Schedule; and
WHEREAS, the City Council of the City of Carlsbad has determined the need to revise the
Unclassified Employees Salary Schedule; and
WHEREAS, the City Council of the City of Carlsbad has determined the. need to revise the
Unrepresented Employees Compensation and Benefits Plan; and
WHEREAS, the City Council of the City of Carlsbad has determined the need to revise the
Unclassified Employees Compensation and Benefits Plan; and
WHEREAS, the City Council of the City of Carlsbad has determined the need to authorize pay
increases of 3% for part-time employees and 4% for unrepresented and unclassified employees.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. The above recitations are true and correct.
2. The revised Part-Time Salary Schedule in Attachment A is approved, effective Jan. 1,
2025.
3. The revised Unrepresented Employees Salary Schedule in Attachment Bis approved,
effective Jan. 1, 2025.
4. The revised Unclassified Employees Salary Schedule in Attachment C is approved,
effective Jan. 1, 2025.
5. The revised Unrepresented Employees Compensation and Benefits Plan in Attachment
D is approved, effective Jan. 1, 2025.
Dec. 3, 2024 Item #4 Page 4 of 106
6. The Unclassified Compensation and Benefits Plan in Attachment Eis approved,
effective Jan. 1, 2025.
7. The City Manager or designee is authorized to increase the pay of and part-time
employees by 3% and unrepresented and unclassified employees by 4% effective Jan.
1, 2025.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council ofthe City of
Carlsbad on the 3rd day of December, 2024, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA.
NONE.
NONE.
NONE.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
Attachment A
Classification Categories Minimum Maximum
Office
Office Aide $16.60 $20.45
Office Assistant $17.48 $24.47
Accounting Assistant $18.57 $27.27
Graphic Artist $22.01 $28.76
Technical/Paraprofessional
Technical Aide $16.60 $18.18
Technical Assistant $18.57 $27.27
Service
Custodian Aide**$19.97 $24.31
Grounds Aide $16.60 $21.60
Maintenance Assistant $16.93 $22.73
Senior Maintenance Assistant $21.74 $27.27
Administrative
Administrative Aide/Intern $16.60 $22.17
Administrative Assistant $17.48 $32.23
Legal Intern $16.72 $29.85
Library
Library Page $16.60 $18.18
Library Clerk $18.03 $23.58
Library Technician $21.86 $29.26
Reference Librarian $29.50 $37.50
Arts Aide $16.60 $21.20
Arts Instructor $25.08 $37.30
Recreation
Recreation Aide $16.60 $18.47
Recreation Leader $16.93 $20.45
Senior Recreation Leader $17.21 $22.17
Recreation Program/Services Coordinator $21.86 $27.27
Lifeguard $18.03 $23.06
City of Carlsbad Part-Time Salary Ranges
Effective January 1, 2025
Dec. 3, 2024 Item #4 Page 5 of 106
Classification Categories Minimum Maximum
(Recreation continued)
Aquatics Instructor $17.21 $22.17
Senior Aquatics Instructor/Lifeguard $19.34 $26.32
Aquatics Program Instructor $20.90 $31.05
Preschool Instructor $16.60 $23.58
Bus Driver $16.60 $22.17
Kitchen Aide $16.60 $17.61
Kitchen Assistant $16.93 $19.31
Concessions Aide $16.60 $17.61
Concessions Leader $16.93 $20.51
Safety
Open Water Lifeguard I $21.86 $28.41
Open Water Lifeguard II $24.04 $31.25
Emergency Medical Technician*$19.47 $23.80
Retired Annuitant Police Officer
Hourly Professional
*Equal to the full-time Emergency Medical Technician range.
**Equal to full-time Custodian range
Hourly rate determined by Human Resources
Equal to top step pay rate of Police Officer
classification as reflected on current Carlsbad
Police Officers' Association salary schedule
Dec. 3, 2024 Item #4 Page 6 of 106
Attachment B
JOB TITLE MINIMUM MIDPOINT MAXIMUM
Assistant City Manager 199,354$ 244,254$ 289,154$
Deputy City Manager 187,894$ 230,213$ 272,531$
Fire Chief 187,538$ 229,778$ 272,018$
Police Chief 187,538$ 229,778$ 272,018$
Assistant Fire Chief 176,757$ 216,569$ 256,380$
Assistant Police Chief 176,757$ 216,569$ 256,380$
Senior Assistant City Attorney 176,757$ 216,569$ 256,380$
Transportation Director 170,751$ 209,254$ 247,756$
Utilities Director 170,751$ 209,254$ 247,756$
Community Development Director 166,574$ 204,112$ 241,649$
Human Resources Director 165,938$ 201,567$ 237,195$
Finance Director 165,938$ 201,567$ 237,195$
Information Technology Director 165,938$ 201,567$ 237,195$
Assistant City Attorney 160,631$ 196,852$ 233,072$
Housing and Homeless Services Director 160,631$ 196,852$ 233,072$
Parks and Recreation Director 160,631$ 196,852$ 233,072$
Library and Cultural Arts Director 154,529$ 187,709$ 220,888$
Assistant Director of Community Development 148,159$ 179,970$ 211,782$
Assistant Information Technology Director 148,159$ 179,970$ 211,782$
Assistant Utilities Director 148,159$ 179,970$ 211,782$
Communication & Engagement Director 148,159$ 179,970$ 211,782$
Environmental Sustainability Director 148,159$ 179,970$ 211,782$
Fire Division Chief 148,159$ 179,970$ 211,782$
Utilities Manager 148,159$ 179,970$ 211,782$
Asst. Director of Emergency Services 126,239$ 154,585$ 182,930$
Assistant Human Resources Director 126,239$ 154,585$ 182,930$
Assistant Finance Director 126,239$ 154,585$ 182,930$
Business Intelligence & Analytics Manager 126,239$ 154,585$ 182,930$
City Traffic Engineer 126,239$ 154,585$ 182,930$
City Planner 126,239$ 154,585$ 182,930$
Deputy City Attorney 126,239$ 154,585$ 182,930$
Deputy Library Director 126,239$ 154,585$ 182,930$
Director of Legislative and Constituent Services 126,239$ 154,585$ 182,930$
Economic Development Director 126,239$ 154,585$ 182,930$
Engineering Manager 126,239$ 154,585$ 182,930$
Fire Battalion Chief 126,239$ 154,585$ 182,930$
Geographic Info. Systems Manager 126,239$ 154,585$ 182,930$
Housing Services Manager 126,239$ 154,585$ 182,930$
Information Technology Manager 126,239$ 154,585$ 182,930$
Intergovernmental Affairs Director 126,239$ 154,585$ 182,930$
Municipal Property Manager 126,239$ 154,585$ 182,930$
Parks Services Manager 126,239$ 154,585$ 182,930$
Unrepresented Employees Salary Schedule (Base Pay)
Effective 1/1/2025
Dec. 3, 2024 Item #4 Page 7 of 106
JOB TITLE MINIMUM MIDPOINT MAXIMUM
Police Administrative Manager 126,239$ 154,585$ 182,930$
Project Portfolio Manager 126,239$ 154,585$ 182,930$
Public Works Manager 126,239$ 154,585$ 182,930$
Recreation Services Manager 126,239$ 154,585$ 182,930$
Transportation Planning and Mobility Manager 126,239$ 154,585$ 182,930$
Utilities Technical Services Manager 126,239$ 154,585$ 182,930$
Building Offical 126,239$ 150,459$ 174,679$
Human Resources Manager 125,968$ 149,751$ 173,534$
Finance Manager 125,968$ 149,751$ 173,534$
Finance Payroll Information Technology Manager 125,968$ 149,751$ 173,534$
Risk Manager 124,234$ 147,688$ 171,141$
Business Technology Manager 115,781$ 137,639$ 159,497$
City Clerk Services Manager 115,781$ 137,639$ 159,497$
Community Health Nurse 115,781$ 137,639$ 159,497$
Development Services Manager 115,781$ 137,639$ 159,497$
Information Technology Senior Project Manager 115,781$ 137,639$ 159,497$
Information Technology Security Manager 115,781$ 137,639$ 159,497$
Internal Audit Manager 115,781$ 137,639$ 159,497$
Municipal Projects Manager 115,781$ 137,639$ 159,497$
Police Communications Manager 115,781$ 137,639$ 159,497$
Principal Planner 115,781$ 137,639$ 159,497$
Public Safety Info. Technology Manager 115,781$ 137,639$ 159,497$
Parks Superintendent 115,781$ 137,639$ 159,497$
Public Works Superintendent 115,781$ 137,639$ 159,497$
Real Estate Manager 115,781$ 137,639$ 159,497$
SCADA Supervisor 115,781$ 137,639$ 159,497$
Senior Engineer 115,781$ 137,639$ 159,497$
Utilities Asset Manager 115,781$ 137,639$ 159,497$
Utilities Senior Engineer 115,781$ 137,639$ 159,497$
Utilities Superintendent 115,781$ 137,639$ 159,497$
Utilities Supervisor 115,781$ 137,639$ 159,497$
Code Enforcement Manager 98,899$ 117,420$ 135,939$
Cultural Arts Manager 98,899$ 117,420$ 135,939$
Senior Human Resources Officer 98,899$ 117,420$ 135,939$
Information Technology Project Manager 98,899$ 117,420$ 135,939$
Park Planning Manager 98,899$ 117,420$ 135,939$
Safety Training Center Supervisor 98,899$ 117,420$ 135,939$
Senior Accountant 98,899$ 117,420$ 135,939$
Senior Program Manager 98,899$ 117,420$ 135,939$
Senior Management Analyst 98,899$ 117,420$ 135,939$
Special Projects Manager 98,899$ 117,420$ 135,939$
Video Production Manager 98,899$ 117,420$ 135,939$
Community Relations Manager 84,432$ 100,140$ 115,847$
Public Information Officer 84,432$ 100,140$ 115,847$
Executive Assistant 81,263$ 96,380$ 111,498$
Human Resources Analyst 81,263$ 96,380$ 111,498$
Dec. 3, 2024 Item #4 Page 8 of 106
JOB TITLE MINIMUM MIDPOINT MAXIMUM
Management Analyst 81,263$ 96,380$ 111,498$
Meter Services Supervisor 81,263$ 96,380$ 111,498$
Parks/Trees Supervisor 81,263$ 96,380$ 111,498$
Principal Librarian 81,263$ 96,380$ 111,498$
Program Manager 81,263$ 96,380$ 111,498$
Public Works Supervisor 81,263$ 96,380$ 111,498$
Recreation Area Manager 81,263$ 96,380$ 111,498$
Senior Crime Intelligence Analyst 81,263$ 96,380$ 111,498$
Utilities Maintenance Planner 81,263$ 96,380$ 111,498$
Aquatic Supervisor 72,649$ 84,326$ 96,002$
Associate Analyst 72,649$ 84,326$ 96,002$
Crime Intelligence Analyst 72,649$ 84,326$ 96,002$
Programs and Venues Coordinator 72,649$ 84,326$ 96,002$
Communications Coordinator 72,649$ 79,916$ 87,184$
Community Arts Coordinator 72,649$ 79,916$ 87,184$
Community Volunteer Coordinator 72,649$ 79,916$ 87,184$
Graphic Production Supervisor 72,649$ 79,916$ 87,184$
Management Assistant 72,649$ 79,916$ 87,184$
Dec. 3, 2024 Item #4 Page 9 of 106
Attachment C
Unclassified Employees Salary Range Schedule
Effective January 1, 2025
Hourly Rate
Min Max
Emergency Medical Technician $19.47 $23.80
Dec. 3, 2024 Item #4 Page 10 of 106
Attachment D
UNREPRESENTED EMPLOYEES COMPENSATION AND BENEFITS PLAN TABLE OF CONTENTS Section 1 Introduction ............................................................................Page 2
Section 2 Compensation ........................................................................Page 2 Pay Ranges .......................................................................Page 2 Compensation Adjustments ............................................Page 3 Survey Market ..................................................................Page 3 Section 3 Benefits and Other Types of Pay ...........................................Page 4
Life/Accidental Death and Dismemberment (AD&D) Insurance and Voluntary Benefits ....................Page 4 Retirement ........................................................................Page 4 Leave of Absence .............................................................Page 6 1. Vacation ..............................................................Page 6
2. Executive Leave .................................................Page 9 3. Sick Leave ..........................................................Page 9 4. Bereavement Leave ............................................Page 11 5. Leave Without Pay .............................................Page 11 6. Pregnancy Disability Leave ................................Page 13
7. Family and Medical Leave Acts .........................Page 13 8. Military Leave ....................................................Page 13 9. Jury Duty ............................................................Page 13 10. Extended Leave of Absence ...............................Page 13 11. Paid Family Leave ..............................................Page 14
Separation Compensation ................................................Page 14 Holidays ...........................................................................Page 14 Health Benefits.................................................................Page 15 Health Insurance for Retirees...........................................Page 16 Physical Fitness Reimbursement .....................................Page 17
Short-Term and Long-Term Disability Insurance (LTD) Page 17 Deferred Compensation ...................................................Page 17 Drug and Alcohol Policy .................................................Page 18 Uniform Reimbursement and Reporting the Value of Uniforms to CalPERS ..................................................Page 18
Fire Safety Unrepresented Employees .............................Page 18 Special Assignment and Temporary Upgrade Pay ..........Page 20 Educational Incentive Pay................................................Page 21 Bilingual Pay ....................................................................Page 21
Dec. 3, 2024 Item #4 Page 11 of 106
Unrepresented Employees Compensation and Benefits Plan
2 Revised 1/1/2025
SECTION 1: INTRODUCTION
The Unrepresented Employees Compensation and Benefits Plan contains three parts: 1) an introduction, 2) an overview of compensation and 3) a description of benefits for unrepresented employees.
Definitions
1. Unrepresented Employees - Unrepresented employees are defined as those employees whose classifications are listed on the Unrepresented Salary Structure. Except as to those unrepresented employees subject to an applicable law, all unrepresented employees are considered “at-will” and have no property rights to their position. At will employment
with the city may be terminated at any time by either party, with or without cause, for
any reason or no reason whatsoever, and with or without advance notice. At will employees do not have the right to appeal. 2. City Council Appointed Employees - The City Manager and City Attorney are hired by
and responsible directly to the City Council. The salaries for these positions shall be set
by the City Council. The City Manager and City Attorney will not be subject to the provisions of the Compensation program as outlined in Section 2 of this document. The schedule of unrepresented benefits (as outlined in Section 3 of this document) will apply to these positions, except as otherwise provided by the City Council.
SECTION 2: COMPENSATION Pay Ranges
Each unrepresented job classification is assigned to a specific pay range. An employee may be paid
anywhere in the pay range associated with their job classification. Any employee may be advanced in the pay range regardless of the length of time served at the employee’s present pay rate. This advancement requires the written recommendation of the
employee’s manager and the approval of the employee’s department head and City Manager (or
City Attorney, for unrepresented employees in the City Attorney’s Office)1. If, as a result of a pay range adjustment, an employee’s base salary falls below the minimum of the pay range, the employee’s salary will be increased to the new range minimum as of the date City
Council approves the pay range adjustment.
Periodically the Human Resources Department will bring forth salary range movement recommendations to City Council that are based on market and economic conditions and may include one or more salary ranges.
_____________________________
1 Hereafter, all references to the City Manager include, with regard to unrepresented employees in the City Attorney’s Office, the City Attorney.
Dec. 3, 2024 Item #4 Page 12 of 106
Unrepresented Employees Compensation and Benefits Plan
3 Revised 1/1/2025
Compensation Adjustments
Effective January 1, 2025 , all unrepresented employee salaries will be increased by 4%. As a result, all unrepresented employee salary ranges will be adjusted to reflect this increase. An employee’s salary may not exceed the maximum of the pay range for their classification.
Survey Market In keeping with the City Council’s philosophy of surveying the total compensation of local agencies, the agencies listed below will be considered in the survey market for unrepresented
classifications.
• City of Chula Vista
• City of Coronado
• City of Del Mar
• City of El Cajon
• City of Encinitas
• City of Escondido
• City of Imperial Beach
• City of La Mesa
• City of National City
• City of Oceanside
• City of Poway
• City of San Marcos
• City of Solana Beach
• City of San Diego
• City of Santee
• City of Vista
• County of San Diego
In addition to the agencies listed above, the following agencies will be considered in the survey market only for Utilities Director, Utilities Manager and Utilities Supervisor classifications.
• Encina Wastewater Authority
• Helix Water District
• Olivenhain Municipal Water District
• Otay Water District
• Padre Dam Municipal Water District
• Vallecitos Water District
• Vista Irrigation District
The Human Resources Department will compare salary and benefits information on each City of Carlsbad benchmark classification with appropriate classifications in the survey market. Those classifications that are considered benchmarks are those in which there was a substantial match between the competencies and duties required for jobs at the City of Carlsbad and those for jobs in
the survey market.
Dec. 3, 2024 Item #4 Page 13 of 106
Unrepresented Employees Compensation and Benefits Plan
4 Revised 1/1/2025
Each City of Carlsbad job classification is assigned to a specific pay range. The non-benchmark
positions are assigned to a pay range based on internal relationships, responsibility and/or
knowledge, skills and abilities of jobs. The benchmark salary data will be surveyed regularly and the benchmark comparisons will be modified when the classifications change within the organization.
The City Council delegates to the City Manager the authority to create and change job
classifications and assign job classifications to a specific pay range, based on both benchmark salary information and internal relationships within the organization. SECTION 3: BENEFITS AND OTHER TYPES OF PAY
Life/Accidental Death and Dismemberment (AD&D) Insurance and Voluntary Benefits All unrepresented employees shall receive city-paid life insurance in an amount equal to two times their base salary up to a maximum benefit of $400,000. To determine benefits, the amount of
insurance is rounded to the next higher $5,000 multiple, unless the amount equals a $5,000 multiple.
Effective January 1, 2020, all unrepresented employees shall receive city-paid Accidental Death and Dismemberment (AD&D) insurance in an amount equal to two times their base salary up to a maximum benefit of $400,000. To determine the benefit, the amount of insurance is rounded to the
next higher $5,000 multiple, unless the amount equals a $5,000 multiple.
Effective January 1, 2023, all unrepresented employees shall receive city-paid life and AD&D insurance for a spouse and children. The coverage amount for a spouse is $20,000 and for children is $10,000.
The city provides various voluntary benefits available at the employee’s cost. Employees may select among various levels of coverage. For information regarding these benefits, contact the Human Resources Department at 442-339-2440.
Retirement
All unrepresented employees shall participate in the California Public Employees' Retirement System (CalPERS). The specific retirement formula applied will be determined based on whether the position is deemed safety or miscellaneous. All positions not deemed eligible for safety
retirement will be deemed miscellaneous under the CalPERS system. Optional benefits unique to
the City of Carlsbad’s contract with CalPERS are outlined in the contract between the city and CalPERS. A copy of this contract is kept on file in the Human Resources Department. Unrepresented employees who are considered fire safety employees are eligible for the same
retirement benefit formula and are subject to the same optional retirement benefits described in the
City of Carlsbad CalPERS safety contract (and are the same as those provided to employees represented by the Carlsbad Firefighters' Association, Inc.). Sworn police unrepresented employees are eligible for the same retirement benefit formula and are subject to the same optional retirement benefits described in the City of Carlsbad CalPERS safety contract (and are the same as those
provided to employees represented by the Carlsbad Police Officers’ Association).
Dec. 3, 2024 Item #4 Page 14 of 106
Unrepresented Employees Compensation and Benefits Plan
5 Revised 1/1/2025
A. The city has contracted with CalPERS for the following retirement benefits:
Miscellaneous “Classic” Members (those that do not qualify as “New Members” as defined below) a) Employees entering City of Carlsbad miscellaneous CalPERS membership for the first
time prior to November 28, 2011 - The retirement formula shall be 3% @ 60; single
highest year final compensation. b) Employees entering City of Carlsbad miscellaneous CalPERS membership for the first time on or after November 28, 2011 - The retirement formula shall be 2% @ 60; three year average final compensation.
c) Employees entering City of Carlsbad safety CalPERS membership for the first time prior
to October 4, 2010 - The retirement formula shall be 3% @ 50; single highest year final compensation. d) Employees entering City of Carlsbad safety CalPERS membership for the first time on or after October 4, 2010 – The retirement formula shall be 2% @ 50; three year average
final compensation.
“New Members” Employees who are “New Members” as defined by the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (e.g., an employee hired on or after January 1, 2013
who has never been a CalPERS member or member of a reciprocal system or who has had a
break in CalPERS service of at least six months or more) will be subject to all the applicable PEPRA provisions, which include but are not limited to the following retirement benefits. a) Miscellaneous employees - Retirement formula shall be 2% @ 62; three year average
final compensation.
b) Safety employees - Retirement formula shall be 2.7% @ 57; three year average final compensation. B. Employee Retirement Contribution
The employee retirement contribution will be made on a pre-tax basis by implementing provisions of Section 414(h)(2) of the Internal Revenue Code. Employees shall make the following employee retirement contributions through payroll
deductions:
• miscellaneous employees subject to the 3% @ 60 benefit formula shall pay all of the employee retirement contribution (8%),
• miscellaneous employees subject to the 2% @ 60 benefit formula shall pay all of
the employee retirement contribution (7%),
• safety employees subject to the 3% @ 50 or 2% @ 50 benefit formulas shall pay all of the employee retirement contribution (9%), and
• miscellaneous and safety employees who meet the definition of “New Member”
under PEPRA shall pay the required PEPRA member contribution rate as established by CalPERS.
Dec. 3, 2024 Item #4 Page 15 of 106
Unrepresented Employees Compensation and Benefits Plan
6 Revised 1/1/2025
Leave of Absence
Unrepresented employees are exempt from overtime requirements under the Fair Labor Standards Act. Unrepresented employees in the city are paid on a salary basis versus an hourly basis. Pursuant to FLSA regulation 29 CFR Section 541.5d, the city can make deductions from salary or
leave accounts for partial day absences for personal reasons or sickness because the city has a
policy and practice of requiring its employees to be accountable to the public that they have earned their salaries. A partial day absence is an absence of less than the employee's regular work day. Pursuant to FLSA regulation 29 CFR Section 541.118 (a)(2) and (a)(3), the city may make salary or leave reductions based upon full day absences.
Partial day or full day absences shall be first charged against the exempt employee's vacation, sick, or executive leave account. In the event the exempt employee does not have sufficient time in the employee’s leave account to cover the absence, deductions without pay will be made on full days only.
1. Vacation a. Vacation Accrual Every unrepresented employee shall accrue vacation leave for each calendar year of actual continuous service dating from the commencement of said service, with such
time to be accrued on a daily (calendar day) basis. Vacation leave can be used in 15
minute increments.
All unrepresented employees (except Fire Battalion Chiefs, Assistant Police Chief, and Police Chief) shall earn vacation on the following basis: - Beginning with the first working day through the completion of five full
calendar years of continuous service - 13 minutes/day.
- Beginning the sixth year of employment through the completion of 10 full calendar years of continuous service - 20 minutes/day.
- Beginning the 11th year of employment through the completion of 11 full
calendar years of continuous service - 21 minutes/day. - Beginning the 12th year of employment through the completion of 12 full calendar years of continuous service - 22 minutes/day.
- Beginning the 13th year of employment through the completion of 13 full calendar years of continuous service - 24 minutes/day. - Beginning the 14th year of employment through the completion of 15 full
calendar years of continuous service - 25 minutes/day.
- Beginning the 16th year of continuous employment, vacation time shall be accrued, and remain at a rate of 26 minutes/day for every full calendar year of continuous employment thereafter.
Dec. 3, 2024 Item #4 Page 16 of 106
Unrepresented Employees Compensation and Benefits Plan
7 Revised 1/1/2025
Unrepresented employees with comparable service may be granted credit for such
service for the purpose of computing vacation at the discretion of the City Manager. All unrepresented employees shall be permitted to earn and accrue up to and including 320 hours of vacation. Effective March 20, 2023 the vacation accrual maximum will increase to 400 hours. No employee will be allowed to earn and
accrue vacation hours in excess of the maximum.* The City Manager shall be
responsible for the granting of vacation to all unrepresented personnel, except in the case of the City Attorney’s Office, where the City Attorney shall be responsible for granting vacation.
* If there are unusual circumstances that would require an employee to exceed the vacation accrual
maximum, the employee must submit a request in writing to the Department Head and the City Manager or designee. The Department Head and the City Manager or designee may grant such a request if it is in the best interest of the city. Requests will be handled on a case-by-case basis and will be considered only in extreme circumstances. Fire Battalion Chiefs shall accrue vacation in the same manner and up to the same maximum as Carlsbad Firefighters' Association (CFA) represented employees.
For fire safety unrepresented employees who contribute to the post-retirement
healthcare trust established by CFA, Inc. and who work a 112 hour/pay period schedule, each year, in the last paycheck in December, all accrued vacation hours over 496 hours will be deposited into the employee’s individual post-retirement healthcare trust account.
For fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc. and who work an 80 hour/pay period schedule, each year, in the last paycheck in December, all accrued vacation hours over 336 hours will be deposited into the employee’s individual post-retirement
healthcare trust account.
The Assistant Police Chief and Police Chief shall accrue vacation in the same manner and up to the same maximum as Carlsbad Police Management Association (CPMA) represented employees.
b. Vacation Conversion Employees, except for fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc. are eligible to submit an
irrevocable request to elect to cash out up to 80 hours (or up to 112 hours if a
Battalion Chief on a 112 hours/pay period schedule) of accrued vacation hours for the following calendar year. 1. All employees wishing to convert accrued vacation to cash in the year following
the election will complete a form between November 10 and December 10 of
each year. Elections will not carry over from one calendar year to the next calendar year.
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2. Only vacation hours accrued during the calendar year following the election may
be cashed out. Employees accruing less than the election amount may cash out no
more than their total vacation accrual in the following calendar year. 3. The employee’s accrued vacation to convert to cash will be credited first to the cash out account with the employee’s earned vacation leave until the employee’s
full election amount is reached. The vacation hours designated to the cash out
account will not be credited toward the employee’s maximum vacation accrual. During this period of time, no earned vacation leave will be credited to the employee’s vacation time off balance.
4. Payment of vacation hours elected for cash out will be in the last paycheck in
December unless the employee has accrued all the elected vacation hours by June 30, in which case payment of the all the elected vacation hours will be cashed out in July. All vacation hours will be paid in the calendar year in which the vacation hours accrue. If the employee does not accrue all requested vacation hours in the
calendar year, the vacation payment amount will be reduced to the total number
of vacation hours the employee actually accrues in the calendar year and the payout will be made no later than the last pay date in the calendar year. 5. The vacation payment amount will be based on the employee’s rate of pay at the
time of the payout. The vacation payment amount is taxable income, subject to
all applicable withholding amounts and payroll deductions. 6. An employee who does not elect to cash out vacation by December 10 waives their right to do so and will not be allowed to cash out any vacation accruing in
the following year.
Fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc., are eligible to submit an irrevocable request to elect to convert accrued vacation hours for the following calendar year to be deposited into
the employee’s individual post-retirement healthcare trust account in the same
manner established for employees represented by CFA, Inc. There shall be no cash option available to these employees for the conversion of unused accrued vacation hours.
c. Vacation Payout
An employee separating from the city service, except for a fire safety unrepresented employee who contributes to the post-retirement healthcare trust established by CFA, Inc., who has a balance of unused accrued vacation leave shall be entitled to be paid
for the remainder of their unused accrued vacation leave as of their last day on
payroll. For fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc., upon separation of employment, 100% of
the value of all remaining unused accrued vacation hours shall be converted to the
employee’s individual account in the Post-Retirement Healthcare Trust and/or a city-
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sponsored 457 Plan at the base rate of pay in effect at the time of separation from the
city. Allocation amounts to either or both the Post-Retirement Healthcare Trust
individual account and 457 Plan will be at the employee’s discretion and subject to Internal Revenue Service regulations. The employee shall be responsible for ensuring their contributions to a 457 Plan do not exceed the maximum allowed per law. If the amount of terminal vacation pay the employee converts to a 457 Plan
causes their 457 contributions to exceed the maximum allowed per the law and those
contributions are returned to the city, the city will deposit the amount returned into the employee’s individual account in the Post-Retirement Healthcare Trust. There shall be no cash option available to the employee for the conversion of unused accrued vacation hours at the time of separation. The default will be to convert
100% of the unused vacation hours into the Post-Retirement Healthcare Trust
individual account unless the employee designates conversion to the city-sponsored 457 Plan no later than 14 calendar days prior to the employee’s last pay date. 2. Executive Leave (E-time)
Effective July 1, 2023, all unrepresented personnel, except for a Fire Battalion Chief who is on a 56 hour work schedule as of July 1 in a given fiscal year, shall receive 64 hours per fiscal year for executive leave. The 64 hours will be credited upon hire or promotion into unrepresented and at the beginning of each fiscal year to individual leave balances. This
leave must be used within the same fiscal year. The City Manager is authorized to provide
10 additional hours of executive leave per year to any unrepresented employee who is required to work extended hours due to emergencies such as fires, storms, floods, or other emergencies. Accrued and unused executive leave may continue to be used when a Fire Battalion Chief’s work schedule changes mid-fiscal year from 80 hours/pay period to 112
hours/pay period.
3. Sick Leave Sick leave can be used in 15 minute increments.
All unrepresented employees, except for Fire Battalion Chiefs, accrue 16 minutes of sick leave per calendar day. Accumulation is unlimited (employees cannot receive payment for unused sick leave). Fire Battalion Chiefs that work a 112 hour/pay period schedule shall accrue sick leave sick leave at a rate of 25 minutes per day. A Fire Battalion Chief who
changes from a 112 hour/pay period schedule to an 80 hour/pay period schedule as a result
of an administrative assignment or an occupational injury assignment (either full or light/modified duty) will continue to accrue at a rate of 25 minutes per day during this assignment.
Any unrepresented employee, except a fire safety unrepresented employee, who has accrued
and maintains a minimum of 100 hours of sick leave shall be permitted to convert up to 12 days of sick leave and uncompensated sick leave to vacation at a ratio of three sick leave days per one day of vacation. The sick leave conversion option will be provided during the first week of each fiscal year. Conversion can only be made in increments of full day
vacation days. Employees will not be allowed to convert sick leave to vacation if such
conversion would put them over the vacation accrual maximum.
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fire safety unrepresented employees shall be eligible for sick leave conversion based on the
following guidelines. For a fire safety unrepresented employee on an 80 hour/pay period schedule: Any employee who has accrued and maintains a minimum of 160 hours of sick leave
shall be permitted to convert up to 120 hours of accumulated uncompensated sick
leave to either accrued vacation hours or to the employee’s post-retirement healthcare trust account at a ratio of 24 hours of sick leave to 8 hours of vacation/contributions to the employee’s post-retirement healthcare trust. The sick leave conversion option will be provided during the first week of each fiscal year.
Employees will not be allowed to convert sick leave to vacation if such conversion
would put them over the vacation accrual maximum. No cash option will exist for sick leave conversion. For a fire safety unrepresented employee on a 112 hour/pay period schedule:
Any employee who has accrued and maintains a minimum of 240 hours of sick leave
shall be permitted to convert up to 288 hours of accumulated uncompensated sick leave to either accrued vacation hours or to the employee’s post-retirement healthcare trust account at a ratio of 72 hours of sick leave to 24 hours of vacation/contributions to the employee’s post-retirement healthcare trust. The sick
leave conversion option will be provided during the first week of each fiscal year.
Employees will not be allowed to convert sick leave to vacation if such conversion would put them over the vacation accrual maximum. No cash option will exist for sick leave conversion.
Sick leave will be administered consistent with state and federal law and shall be allowed for
the following purposes: 1. Diagnosis, care or treatment of an existing health condition of, or preventative care for, an employee or an employee’s family member (e.g., to recuperate from or receive treatment
for personal injuries or illnesses, to care for an injured or ill family member or to attend
medical, dental or optometry appointments). 2. If the employee is a victim of domestic violence, sexual assault, or stalking, for the purposes described in California Labor Code Sections 230(c) and 230.1(a), including
obtaining relief (e.g., a restraining order), domestic violence services, or medical or mental
health treatment. Employees shall be required to account for all hours they are requesting as sick leave via the city’s timekeeping/scheduling system. If the need for paid sick leave is foreseeable, the
employee shall provide reasonable advance notification. If the need for paid sick leave is
unforeseeable, the employee shall provide notice of the need for the leave as soon as practicable. Absences covered by workers’ compensation law, the pregnancy disability provisions of the
California Fair Employment and Housing Act, the California Family Rights Act, and the
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federal Family and Medical Leave Act will be administered according to requirements of
those laws.
If an employee separates from the city and is rehired by the city within one year from the date of separation, the employee’s previously accrued and unused sick leave shall be reinstated.
Any employee applying for retirement with the California Public Employees’ Retirement System may convert accrued and unused sick leave to service time at the rate specified in California Government Code Section 20965.
4. Bereavement Leave
An employee may use up to an equivalent of three work days of paid bereavement leave if required to be absent from duty due to the death of a member of the employee’s immediate family. Effective Jan. 1, 2023, an additional two days may be taken and charged to accrued
leave or, when no accrued leave is available, treated as leave without pay. Additional time
off may be authorized by the Department Head and charged to accrued vacation or sick leave or, when no accrued leave is available, treated as leave without pay. The “immediate family” shall be defined in the personnel rules and regulations.
The employee may be required to submit proof of relative’s death before final approval of bereavement leave is granted. 5. Leave of Absence Without Pay
To the extent permitted by law, a leave of absence under this article will run concurrently with any leave of absence an employee is entitled to receive under the CFRA or FMLA. a. General Policy
Any employee may be granted a leave of absence without pay pursuant to the approval of the employee’s Department Head for less than two calendar weeks. If the duration of the leave of absence will be longer, the approval of the City Manager or designee is required.
An employee shall utilize all accrued vacation, e-time and/or sick leave (if applicable) prior to taking an authorized leave of absence without pay. A leave without pay may be granted for any of the following reasons:
1. illness or disability,
2. to take a course of study which will increase the employee’s usefulness on return to the employee’s position in the city service, or 3. for personal reasons acceptable to the City Manager and Department Head.
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b. Authorization Procedure
Requests for leave of absence without pay shall be made in writing and shall state specifically the reason for the request, the date when the leave is desired to begin, the probable date of return, and the agreement to reimburse the city for any benefit premiums paid by the city during the leave of absence. The request shall normally
be initiated by the employee, but may be initiated by the employee’s Department
Head, and, if applicable, shall be promptly transmitted to the City Manager or designee for approval. A copy of any approved request for leave of absence without pay with a duration equal to or greater than two calendar weeks shall be delivered promptly to the Directors of Finance and Human Resources.
c. Length of Leave and Extension A leave of absence without pay may be made for a period not to exceed six months, unless otherwise approved by the City Manager. The procedure for granting
extensions shall be the same as that in granting the original leave provided that the
request for extension is made no later than 14 calendar days prior to the expiration of the original leave. d. Return From Leave
When an employee intends to return from an authorized leave of absence without pay either before or upon the expiration of such leave, the employee shall contact the employee’s Department Head at least 14 calendar days prior to the day the employee plans to return. The Department Head shall promptly notify the Human Resources
Department of the employee’s intention. The employee shall return at a rate of pay
not less than the rate at the time the leave of absence began. e. Insurance Payments and Privileges
An employee on leave without pay may continue the employee’s city insurance
benefits by reimbursing the city for the employee’s costs of insurance on a monthly basis during the period of the leave. Failure to reimburse the city for such benefits during the term of a leave of absence will result in the employee’s coverage terminating on the first day following the month in which the last payment was
received.
Upon the employee’s return to paid status, any sums due to the city shall be repaid through payroll deductions. This applies to sums due for insurance as well as other payment plans entered into between the city and the employee (e.g., computer loan).
Upon eligibility for COBRA, the employee will be notified of the opportunity to continue benefit coverage via the COBRA process. An employee on leave of absence without pay shall not have all of the privileges
granted to regular employees (e.g., holiday pay), unless required by law.
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6. Pregnancy Disability Leave
Pregnancy Disability Leave shall be authorized and/or administered in accordance with the provisions of State and Federal law. An employee disabled by pregnancy shall be allowed to utilize a combination of accrued leave and leave without pay to take a leave for a reasonable period of time, not to exceed four months. An employee shall utilize all accrued
leave, except sick leave, prior to taking leave without pay. Reasonable period of time means
that period during which the employee is disabled on account of pregnancy, childbirth, or related conditions. An employee who plans to take a leave pursuant to this article shall give the city reasonable
notice of the date the leave shall commence and the estimated duration of the leave. 7. Family and Medical Leave Acts The city acknowledges the applicability of the federal Family and Medical Leave Act
(FMLA) and the California Family Rights Act (CFRA) and intends to apply and implement
this document so as to comply with these laws. 8. Military Leave
Military leave shall be authorized in accordance with the provisions of State and Federal
law. The employee must furnish satisfactory proof to the employee’s Department Head, as far in advance as possible, that the employee must report to military duty. 9. Jury Duty
When called to jury duty, an employee shall be entitled to the employee’s regular compensation. Employees released early from jury duty shall report to their supervisor for assignment for the duration of the shift. Employees shall be entitled to keep mileage reimbursement paid while on jury duty.
If an employee also receives any compensation from the court for serving on a jury, the employee will reimburse the city for the amount they received from the court. Employees shall be entitled to keep mileage reimbursement and/ or the transit pass paid or provided while on jury duty and will be reimbursed for any applicable parking fees.
Employees released early from jury duty shall report to their supervisor for assignment for the duration of the work day. At the discretion of the supervisor, an employee may be released from reporting back to work if an unreasonable amount of the work day remains in light of travel time to the job site after release.
10. Extended Leave of Absence Upon completion of 84 consecutive calendar days (12 weeks) of leave of absence (paid or unpaid and except when leave is ordered by the city or when an employee is on an active
duty military leave) or completion of a leave of absence related to Section 4850 of the
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Labor Code, whichever occurs later, an employee will not be eligible for the benefits listed
below:
• accrual of sick leave and vacation,
• car allowance and
• holiday pay for Fire Battalion Chiefs working a 112 hour/pay period schedule.
On the day that the employee returns to work from the extended leave of absence, the employee will resume eligibility for the abovementioned benefits and the employee’s vacation anniversary date and seniority (calculation of continuous service with the city) will
be adjusted for each calendar day the leave of absence lasted beyond 84 consecutive
calendar days or the completion of a leave of absence related to Section 4850 of the Labor Code, whichever was longer. During or immediately following a leave of absence, if an employee returns to work for
fewer than 14 calendar days before subsequently going back on a leave of absence for the
same injury, illness or reason for the leave, (paid or unpaid and except when leave is ordered by the city or when an employee is on an active duty military leave), the second leave of absence shall be considered a continuation of the first leave of absence.
11. Paid Family Leave Effective January 1, 2020, per Administrative Order No. 84, all unrepresented employees will be eligible for up to 160 hours per year of paid family leave to care for an immediate family member or bond with a new child.
Separation Compensation All unrepresented employees involuntarily separated from the city service due to budget cutbacks, layoffs, contracting out of service or for other reasons not due to misconduct which would justify
involuntary separation shall receive one month’s salary computed at the employee's actual salary at the time of separation. Holidays
All unrepresented employees shall be paid holidays in accordance with the schedule of 11 holidays
as established by the City Council. The scheduled paid holidays that will be official city holidays shall be as follows: New Year’s Day Indigenous Peoples’ Day Martin Luther King’s Birthday Veterans Day
Presidents’ Day Thanksgiving Day
Memorial Day Thanksgiving Friday Independence Day Christmas Day Labor Day
Fire Battalion Chiefs are compensated for holidays in the manner outlined below.
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1) Suppression personnel on an administrative assignment are ineligible for the holiday pay
listed above. These personnel will receive straight time pay when they are regularly
scheduled to work on the holidays listed above. 2) Fire prevention personnel and personnel on a non-occupational injury light/modified duty assignment will be eligible to have the day off with pay on the holidays listed above.
3) Suppression personnel working a 112 hour/pay period schedule and personnel on an occupational injury light/modified duty assignment shall be compensated for an additional 12 hours of holiday pay (using a base salary rate that excludes additional pays) on the day the holiday occurs.
Only employees who are on employed status on their last scheduled work day before a holiday shall be entitled to the paid holiday except where otherwise required by law. Effective July 1, 2019, all unrepresented employees, including fire safety unrepresented employees,
will receive two floating holidays per fiscal year, each year on July 1st.
The floating holiday may be used at the discretion of the employee with prior approval of the employee’s supervisor. The floating holiday must be taken as a full day off. There is no partial day use of a floating holiday. The floating holiday pay is paid at straight time equal to the number of
hours in the employee’s regular work shift on that day. Unused floating holidays will not carry over
to the next fiscal year and will not paid out upon separation of employment. Health Benefits
Unrepresented employees will participate in a flexible benefits program which includes medical
insurance, dental insurance, vision insurance, flexible spending accounts (FSAs) and Accidental Death & Dismemberment insurance (AD&D). Each of these components is outlined below. Benefits Credits and Medical Insurance
Unrepresented employees will be covered by the Public Employees’ Medical and Hospital Care Act
(PEMHCA) and will be eligible to participate in the California Public Employees’ Retirement System (CalPERS) Health Program. The city will pay on behalf of all unrepresented employees and eligible dependents and those retirees mentioned in the section of this document titled, “Health Insurance for Retirees,” the minimum amount per month required under California Government
Code Section 22892 for medical insurance through CalPERS. If electing to enroll for medical
benefits, an employee must select one medical plan from the variety of medical plans offered through CalPERS. The city will contribute monthly amounts (called “Benefits Credits”) on behalf of each active
unrepresented employee and eligible dependents toward the payment of medical premiums under
the CalPERS Health Program. The city contribution shall be based on the employee’s medical coverage level and shall include the mandatory payments to CalPERS. If the actual total premiums exceed the city’s total contributions, the employee will pay the difference.
Effective January 1 of each calendar year, the city monthly Benefits Credits will change for each
coverage level (except waive medical). The monthly Benefits Credits associated with each medical
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coverage level will be set to dollar amounts that equate to 80% of the average health (medical,
dental and vision) premium for Employee, Employee Plus One and Family coverage levels, rounded
to the nearest whole dollar based on the premiums that will take effect on January 1 of the respective calendar year. Excess and Unused Benefits Credits: If the Benefits Credits exceeds the cost of the medical
insurance purchased by the employee, the employee will have the option of using any “excess
credits” to purchase city-sponsored dental insurance, vision insurance, accidental death and dismemberment (AD&D) insurance or to contribute to a healthcare or dependent care flexible spending account (FSA). Unused Benefits Credits will be paid to the employee in cash and reported as taxable income.
All unrepresented employees who work three quarter-time or less will receive prorated Benefits Credits. Dental Insurance, Vision Insurance and Accidental Death & Dismemberment (AD&D) Insurance
Employees may choose to enroll in or opt out of the city-sponsored dental, vision or AD&D
insurance plans at any coverage level. Waiver Provision Unrepresented employees who do not wish to participate in the CalPERS Health Program will
have the choice of waiving the city’s medical insurance program, provided they can show proof
of alternative minimum essential coverage as defined by the Affordable Care Act. For those employees who are covered under another employer sponsored group insurance program, the benefits credits associated with waiving medical coverage will be $400 per month.
Health Insurance for Retirees
Effective January 1, 2001, unrepresented employees will be covered by the Public Employees’ Medical and Hospital Care Act and will be eligible to participate in the California Public Employees’ Retirement System (CalPERS) Health Program. Unrepresented employees who retire
from the city, either service or disability, shall be eligible to continue their enrollment in the
CalPERS Health Program when they retire, provided that the individual is enrolled or eligible to enroll in a CalPERS medical plan at the time of separation from employment and their effective date of retirement is within 120 days of separation. The city will contribute the minimum amount per month required under Government Code Section 22892 of the PEMHCA toward the cost of
each retiree’s enrollment in the CalPERS Health Program.
Employees who retire from the city, either service or disability, shall be eligible to elect, upon retirement to participate in the city’s dental and/or vision insurance programs as a retiree. The cost of such dental and/or vision insurance for the retiree and eligible dependents shall be borne solely
by the retiree. An individual who does not choose coverage upon retirement, or who chooses
coverage and later drops it is not eligible to return to the city’s dental and vision insurance program. The city will invoice the retiree for the retiree’s monthly premiums for dental and/or vision insurance and the retiree must keep such payments current to ensure continued coverage.
Physical Fitness Reimbursement
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All unrepresented employees shall be eligible for reimbursement of up to the amount of $450 during
each fiscal year for the costs associated with physical fitness. Each employee claiming reimbursement shall be required to submit original receipts to the Human Resources department for approval and reimbursement.
The physical fitness reimbursement is offered to unrepresented employees to promote optimum health. Services include, but are not limited to: health assessment testing and examinations, computerized heart risk profile, complete blood profile, fees paid to physical fitness providers, nutritional assessment and diet program.
Short-Term and Long-Term Disability Insurance Short-Term Disability Effective January 1, 2020, will provide city-paid short-term disability insurance for all
unrepresented employees via an insurance provider. The insurance shall provide for a seven-
calendar day waiting period prior to payment eligibility and the short-term disability benefits shall be provided at 60% of the employee’s pre-disability base salary, up to a maximum base salary of $200,000. The maximum base salary amount used to define this benefit will be reviewed periodically and the City Manager may authorize its increase.
Long-Term Disability The city will provide city-paid long-term disability insurance for all unrepresented employees. Effective January 1, 2020, the waiting period prior to payment eligibility shall be 90 calendar days and the long-term disability benefits shall be provided at 66 2/3% of the employee’s pre-disability
base salary, up to a maximum base salary of $150,000. The maximum base salary amount used to
define this benefit will be reviewed periodically and the City Manager may authorize its increase. Use of Accrued Paid Time Off While Receiving Disability Benefits The employee shall use their accrued paid time off (e.g., vacation, sick leave) during the disability
insurance waiting period. The employee shall combine accrued paid time off with short-term and
long-term disability payments for the purpose of achieving the equivalent of their base salary while receiving the disability payments. Deferred Compensation
The city shall provide deferred compensation plan(s) which may be utilized by any unrepresented employee. The city reserves the right to accept or reject any particular plan and to impose specific conditions upon the use of any plan. It is acknowledged that the city will assist in the administration of this benefit but that the city has no liability if an employee should default on the
repayment of such a loan.
Drug and Alcohol Policy
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It is the policy of the City of Carlsbad to provide a work environment free from the effects of drugs
and alcohol consistent with the directives of the Drug Free Workplace Act.
The city provides a voluntary Employee Assistance Program (EAP) to assist employees who seek help for substance abuse or other personal problems affecting work or family life. This program is available to employees and their family members and offers 24-hour access to confidential
professional EAP assistance for emergency or urgent situations. For more specific information,
contact the Human Resources Department or visit the city’s intranet site. Uniform Reimbursement & Reporting the Value of Uniforms to CalPERS
Reimbursement to the Police Chief and Assistant Police Chief for the cost of purchasing and maintenance of required uniforms shall be $34.62 per pay period. Effective May 31, 2010, all fire unrepresented employees who are required to wear city-provided
uniforms will have the amount of $17.31 reported to CalPERS bi-weekly as special compensation
related to the monetary value of the required uniforms, excluding boots. Under PEPRA, this benefit is not reported to CalPERS as special compensation for new members.
Fire Safety Unrepresented Employees 1. Post-Retirement Healthcare Trust
Employees promoted into a fire safety unrepresented classification from a position represented by CFA, Inc. after the establishment of the post-retirement healthcare trust by CFA, Inc. shall
contribute into the post-retirement healthcare trust established by CFA, Inc. via payroll deductions until participation by CFA, Inc., in this type of trust is terminated. The employee contribution amount shall be equal to the amount established for employees represented by CFA, Inc. In addition, the city will make monthly contributions per fire safety unrepresented employee who is contributing to the trust. The city contribution amount will be equal to the amount established for
employees represented by CFA, Inc. The city has no administrative responsibilities or liabilities related to this benefit, other than processing of payroll contributions as described above.
2. Overtime The classifications of Fire Chief, Assistant Fire Chief, Fire Division Chief, Fire Battalion Chief
and Fire Marshal are exempt from overtime requirements under FLSA.
Effective June 12, 2023, a Fire Battalion Chief on a 56 hour work schedule (i.e., Shift Battalion Chief) is paid at their base hourly rate of pay multiplied by 1.5 for the actual hours they spend covering for a Battalion Chief who is on a leave of absence or deployed and when directed to
attend a mandatory training class or meeting associated with the rank of Battalion Chief on a
non-scheduled work day. Effective June 12, 2023, a Fire Battalion Chief on a 40 hour work schedule (i.e., Administrative Battalion Chief) is paid at their base hourly rate of pay for the actual hours they spend when
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directed to attend a mandatory training class or meeting associated with the rank of Battalion
Chief on a non-scheduled work day. An Administrative Battalion Chief is paid at a Shift
Battalion Chief base hourly rate of pay multiplied by 1.5 for actual hours covering for a Shift Battalion Chief who is on a leave of absence or deployed. Effective Aug. 8, 2022, a Fire Division Chief and/or the Assistant Fire Chief, with prior
approval from the Fire Chief, may fill a shift Fire Battalion Chief opening under the conditions
outlined below. 1) The shift opening remains unfilled after all off-duty Fire Battalion Chiefs have been given first right of refusal to work the shift opening but are unavailable. 2) While “working down,” a Fire Division Chief or Assistant Fire Chief may only
perform the duties of a shift Fire Battalion Chief.
3) The Fire Division Chief or Assistant Fire Chief “working down” in the rank of shift Fire Battalion Chief will be compensated at a shift Fire Battalion Chief pay rate (i.e., the Fire Battalion Chief bi-weekly pay range maximum divided by 112) for all hours worked outside the Fire Division Chief’s or Assistant Fire Chief’s regular work
week.
Employees in the classification of Fire Chief, Assistant Fire Chief, Fire Division Chief and Fire Marshal who are assigned to a mutual aid incident (not automatic aid) (either outside or within the City of Carlsbad) are compensated for regularly scheduled hours. In addition, the employee
will be paid at their base hourly rate of pay, which is derived by dividing their weekly salary by
40 hours for all hours, beginning at the time of dispatch until return to jurisdiction (portal to portal). Employees in the classification of Fire Battalion Chief who are assigned to the emergency location are paid at a rate of 1.5 their base hourly rate of pay, which is derived by dividing their base weekly rate by 40 hours, for hours worked in excess of their normally
scheduled work shift beginning at the time of dispatch to the return to jurisdiction (portal to
portal). 3. Fire Battalion Chief Administrative Assignments
While a Fire Battalion Chief is on an administrative assignment, the employee' s hourly rate will
be converted from a 112 hour/pay period schedule rate to an 80 hour/pay period schedule rate. While appointed or assigned to an administrative position (80 hour/pay period schedule), the employee shall receive an additional 15% above their base hourly pay rate.
A Fire Battalion Chief who is assigned to an 80 hour/pay period schedule administrative
assignment will not be available to work shift overtime on days they are assigned to an administrative assignment unless authorized by the Fire Chief or designee. Employees are authorized to work suppression overtime during hours they are not assigned to administration.
A Fire Battalion Chief working an 80 hour/pay period schedule who works a suppression
overtime shift, not including overhead assignments, will have their pay rate converted to the 112
hour/pay period rate while working on the suppression overtime shift. This rate shall not
include the 15% administrative assignment pay.
4. Moving Between an 80 Hour/Pay Period Work Schedule and a 112 Hour/Pay Period Work Schedule
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When a Fire Battalion Chief changes from a 112 hour/pay period schedule to an 80 hour/pay
period schedule, the employee’s vacation balance (number of hours of accrued and unused vacation) is divided by 1.4 so that the dollar value of the employee’s vacation balance at the time of the change remains the same.
When a Fire Battalion Chief changes from an 80 hour/pay period schedule to a 112 hour/pay
period schedule, the employee’s vacation balance (number of hours of accrued and unused vacation) is multiplied by 1.4 so that the dollar value of the employee’s vacation balance at the time of the change remains the same.
5. The city will comply with the Firefighter Bill of Rights Procedures for those fire safety
unrepresented employees who are afforded rights pursuant to Government Code Section 3254.5 of the California Firefighter Procedural Bill of Rights Act (FBOR). 6. Employees in the classifications of Fire Battalion Chief and Fire Marshal shall be eligible for
COVID-19 Emergency Responder Leave as outlined in the side letter agreement between the
CFA and the City of Carlsbad relating to COVID-19 Emergency Responder Leave. 7. Deployment Recovery Leave Effective March 20, 2023, fire safety unrepresented employees returning from incident
deployments spanning 240 hours or greater shall be granted deployment recovery leave of up to
24 hours to cover the balance of their remaining shift if returning on a regularly scheduled workday. If returning from an incident deployment spanning 240 hours or greater on a regularly scheduled
day off, fire safety unrepresented employees shall be granted deployment recovery leave of up to
24 hours to cover the duration of their next regularly scheduled shift so long as that regularly scheduled shift is scheduled to begin within 24 hours of return from the incident. fire safety unrepresented employees returning from incident deployments spanning 240 hours or
greater will not be allowed to work overtime or a trade or be eligible to be force hired unless they
have been off duty for a total of 24 hours whether returning on a regularly scheduled workday or a regularly scheduled day off. In the event the Fire Department is experiencing a staffing shortage, the City Manager or designee
may adjust deployment recovery leave as needed until the local staffing shortage is resolved. Special Assignment and Temporary Upgrade Pay Whenever the needs of the city require an employee to temporarily perform the duties of a job classification that has a higher pay range than the pay range associated with their current job
classification for a period of more than 21 calendar days, the employee shall be designated as being
in a special assignment and receive additional temporary upgrade pay. In such cases, the employee shall be paid at an appropriate level which will assure an increase of not less than five percent greater than the employee’s current salary. Subsequent to designation in a special assignment, in the event that the situation changes and the city does not need the employee to serve in the
assignment for at least 21 consecutive calendar days, the employee shall receive the temporary
upgrade pay for that period of time the assignment lasts. In the event that at the beginning of a
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special assignment, it is not perceived that the assignment will last at least 21 consecutive calendar
days, and the assignment nonetheless extends beyond 21 consecutive calendar days, the employee
in the assignment shall receive the temporary upgrade pay retroactive to the first day of the acting assignment. No employee shall be required to perform any of the duties of a higher classification unless that
employee is deemed to possess the minimum qualifications of the higher classification by the
Human Resources Director as recommended by the affected Department Head. Exceptions to the minimum qualifications criteria may be recommended by the affected Department Head on a case by case basis. If the employee does not meet the minimum qualifications for the higher classification the employee shall receive not less than 2.5% temporary upgrade pay.
The temporary upgrade pay shall commence on the first (1st) calendar day of the special assignment. The recommendation that an employee be placed in a special assignment shall be put in writing by the affected Department Head and submitted to the Human Resources Director for approval. The employee shall not serve for more than 180 calendar days in a special assignment
unless approved by the City Manager or designee.
If an employee is on a leave of absence (paid or unpaid and except when leave is ordered by the city) for more than 21 calendar days, the temporary upgrade pay associated with their special assignment shall cease on the 22nd day. On the day that the employee returns to work, if the
supervisor determines that the employee is required to continue to perform the duties of the special
assignment, the temporary upgrade pay will resume as of the day the employee returns to work. An employee in a special assignment shall be eligible to receive pay increases in the employee’s regular position during the special assignment. The Human Resources Director shall obtain the
employee’s consent for the special assignment prior to the employee’s assuming or continuing the
duties and additional compensation, which shall clearly state that it is understood that a reduction in salary will occur due to cessation of the temporary upgrade pay upon the expiration of the need for the special assignment.
Educational Incentive Effective January 1, 2019, employees in the classifications of Police Chief and Assistant Police Chief who present proof to the Professional Standards Division Sergeant, Carlsbad Police Department, of evidence of the award of a Management certificate issued by the State of California
Commission on Peace Officer Standards and Training (POST) will be eligible to receive
educational incentive pay in the amount of $462 biweekly. Eligibility for receiving the compensation will be based upon the date the employee provides evidence of eligibility to the Professional Standards Division Sergeant. It is the sole responsibility of the employee to make notification of eligibility for the educational incentive pay.
Bilingual Pay Effective June 12, 2023, the city will provide additional compensation to an unrepresented employee, designated by the Human Resources Department, in the amount of $50.00 per pay period
for the performance of bilingual skills. The determination of the number of persons/positions to be
designated as bilingual is at the sole discretion of the City Manager or designee.
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In order to qualify for and receive bilingual pay, employees must pass a bilingual proficiency test as
determined and paid for by the city in the foreign language or American Sign Language (ASL). In order to maintain eligibility for bilingual pay, an employee must pass the bilingual proficiency test every three years from the date they first become eligible.
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EMERGENCY MEDICAL TECHNICIAN (EMT) EMPLOYMENT, COMPENSATION AND BENEFITS PLAN TABLE OF CONTENTS
Introduction Page 2
Section 1 Duties Page 2 Section 2 Termination/Resignation Page 3 Section 3 Reemployment Page 3 Section 4 Salary Page 3
Section 5 Work Schedule/Overtime Page 4
Section 6 Assignment as Paramedic/Firefighter Trainee And Internal Promotion Page 5 Section 7 Bereavement Page 5 Section 8 Short-Term and Long Term Disability Insurance Page 5
Section 9 Annual Vacation Leave Page 6
Section 10 Sick Leave Page 8 Section 11 Bilingual Pay Page 9 Section 12 Health Insurance/Flexible Benefits Program Page 9 Section 13 Holidays Page 11
Section 14 Retirement Benefits Page 12
Section 15 Americans With Disabilities Act and Other Fair Employment Laws Page 13 Section 16 Family Leave Acts Page 13 Section 17 Alcohol and Drug Policy Page 13
Section 18 Paramedic License Pay Page 17
Section 19 Reporting Value of Uniforms to CalPERS Page 17 Section 20 Deferred Compensation Page 18 Section 21 Leave of Absence Page 18 Section 22 Military Leave Page 21
Section 23 Jury Duty Page 21
Section 24 Life/Accidental Death & Dismemberment Insurance and Voluntary Benefits Page 22 Section 25 Wellness Page 22 Section 26 Paid Family Leave Page 22
Section 27 Defense and Indemnification Page 23
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INTRODUCTION In order to better provide for the health, safety and welfare of the citizens of Carlsbad, the City of
Carlsbad provides detailed control over the daily operations of the city's emergency transport
operations, including in-house deployment of ambulances, ownership and control over equipment and supplies, and supervision and control over employee selection and assignments. Employee compensation and benefits, conditions of employment, and working conditions of the
Emergency Medical Technician (EMT) are described in this document and shall be governed by
the city. Assignment to full-time EMT status will be based on a competitive process determined by the city to include an interview with the Fire Chief or designee.
An EMT is not part of the classified service and does not belong to, and is not part of, any recognized bargaining unit in the City of Carlsbad. An EMT may not administratively appeal, grieve or protest any condition of employment pursuant to the City of Carlsbad Municipal Code and/or Personnel Rules.
Throughout this document, any reference to the Fire Chief or designee is understood to mean authorization from the City Manager who delegates authority to the Fire Chief or designee to implement the provisions of this document.
SECTION 1. DUTIES
A. An EMT must possess the minimum qualifications and will perform the functions and duties set forth in the Emergency Medical Technician Class Specification (incorporated by reference), and will perform all other legally permissible duties and functions as the city shall from time to
time assign.
The work schedule may involve twenty-four (24) hour shifts or other shifts as determined by the city.
An EMT shall not be considered a firefighter or public safety employee. An EMT shall not perform duties including fire prevention, fire suppression, technical rescue, or the staffing of fire suppression apparatus.
An EMT shall devote full attention and effort to the tasks and duties set forth in the class specification and perform the mentioned duties and tasks in a professional manner. B. The city will:
(1) Administer various examinations, background checks, and/or other pre-employment screening to determine whether the EMT is an appropriate candidate for employment as an EMT for the city;
(2) Provide the EMT with any uniforms, tools and equipment as the city deems appropriate;
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(3) Provide the EMT such training and instruction as the city deems appropriate;
(4) Pay the EMT earned wages during the period the EMT is employed by the city;
(5) Staff ambulances with at least one additional EMT or Paramedic as directed by the Fire Chief or designee; and
(6) Provide adequate dormitory and kitchen facilities for the EMT. SECTION 2. TERMINATION/RESIGNATION An EMT is an at-will employee of the city and as such, an EMT may be terminated at any time
at the city’s discretion without any right of the EMT to appeal the decision. The at-will
employment relationship may not be modified by any oral or implied agreement or by any person, statement, act, series of events, or pattern of conduct. Nothing in this document shall prevent, limit or otherwise interfere with the city’s discretion to terminate the employment of the EMT at any time.
In the event an EMT voluntarily resigns, the city requests the EMT give the city written notice at least 30 days prior to the last workday. It is understood that after notice of termination in any form, the EMT and city will cooperate to provide for an orderly transition. An EMT that is assigned to a full-time position may resign the full-time position and request reassignment to a
part-time status.
SECTION 3. REEMPLOYMENT A. An EMT who has resigned may be reemployed to either a part-time or a full-time EMT
position, if vacant, within one year of the effective date of resignation. Reemployment to a full-
time EMT position will be based on availability of a vacant full-time position and a competitive process determined by the city to include an interview with the Fire Chief or designee. B. If a former EMT seeks reemployment as an EMT after a period greater than one year after
resignation, the city's recruitment process for the EMT position must be utilized to gain
employment. C. If a former EMT is reemployed, upon reemployment, the EMT shall resume the same vacation accrual rate that the EMT had at the time of separation.
SECTION 4. SALARY The salary range for an EMT is set forth in the Non-Management Unclassified Salary Range Schedule (incorporated by reference). An EMT may be paid anywhere in the salary range, as
determined by the city. An EMT may be advanced in the salary range regardless of the length of
time served at the EMT’s present pay rate. This advancement requires the written recommendation of the Fire Chief or designee and requires the approval of the City Manager or designee.
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Periodically the Human Resources Department will bring forth salary range adjustment recommendations to the City Council that are based on market and economic conditions. If, as a
result of a salary range adjustment, an EMT’s base pay falls below the minimum of the salary
range, the EMT’s base pay will be increased to the new range minimum as of the date the City Council approves the salary range adjustment. SECTION 5. WORK SCHEDULE/OVERTIME
A. The city may establish a work period for each EMT. Such schedule will comply with requirements of the Fair Labor Standards Act (FLSA) and any other federal or state employment laws and/or regulations. To the extent required by federal and state labor laws and/or regulations, the city will provide an EMT overtime based upon a 40-hour FLSA work week from Monday at
12:00 a.m. to Sunday at 11:59 p.m.
B. An EMT will be usually be scheduled for a 56-hour schedule to coincide with the fire suppression/operations schedule on 24-hour shifts. An EMT shall receive overtime compensation for all work in excess of 40 hours in any one work week (unless otherwise required by law).
C. The Fire Chief or designee may establish reasonable regulations regarding hours worked, daylight savings time, lost time, general leave, shift exchanges, etc. These regulations may be modified and/or updated from time to time at the sole discretion of the Fire Chief or designee in accordance with federal, state, and/or local laws governing employment.
D. In determining an employee’s eligibility for overtime, paid leaves shall be included in the total hours worked. Excluded from the total hours worked are duty free lunches, travel time to and from work (except for emergency call-back), and time spent conducting bona fide volunteer activities.
In addition, any employee required to perform work in excess of an employee’s normal scheduled shift shall receive overtime compensation. For FLSA overtime, the regular rate of pay shall be calculated in conformance with the FLSA.
There shall be no pyramiding of overtime. Hours worked by an employee in any workday or workweek on which premium rates have once been allowed shall not be used again in any other overtime calculation other than computing total actual hours worked.
Time worked shall be computed by rounding to the nearest quarter of an hour.
E. Employees shall be subject to having their daily work schedule changed at the sole discretion of the city. Such changes include, without limitation: (1) number of days/hours to be worked on a daily basis and in a payroll period; (2) normal days off; and (3) starting/ending times of assigned
shifts.
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SECTION 6. ASSIGNMENT AS PARAMEDIC/FIREFIGHTER TRAINEE
The Fire Department may identify one or more EMT(s) per calendar year to be assigned to the
position of Paramedic/Firefighter (PM/FF) Trainee. Selection for this assignment will be based on a competitive application and selection process upon completion of all department requirements for eligibility. This position will report to an assigned training program for Firefighter I academy training and/or Paramedic training. Upon successful completion of all
requirements for the position of Paramedic/Firefighter, the EMT may be eligible for promotion
to the position of Paramedic/Firefighter upon successful completion of a Carlsbad Physical Abilities test and interview process with the Fire Chief or designee. The EMT position will be held for the employee assigned as a PM/FF Trainee. If the EMT is unsuccessful in the assigned training program(s), the EMT will return to the EMT position. The EMT may repeat the
application and selection process for Paramedic/Firefighter Trainee at a later date. EMT
employees that are not selected for the Paramedic/Firefighter Trainee assignment may also become eligible for promotion to the position of Paramedic/Firefighter by completing all EMT task book requirements, ALS qualifications and Paramedic/Firefighter job classification requirements. Employees eligible for promotion from EMT to Paramedic/Firefighter must
complete a competitive interview with the Fire Chief or designee, be selected, and successfully
complete the Fire Department Physical Abilities Test.
SECTION 7. BEREAVEMENT LEAVE
In the event of the death of an EMT’s immediate family member, the employee may take up to three shifts of paid time off for bereavement. An additional two shifts may be taken and charged to accrued leave or, when no accrued leave is available, treated as leave without pay. Bereavement leave must be taken within one year of the event. Additional time off may be authorized by the
Fire Chief or designee and charged to accrued leave or, when no accrued leave is available, treated
as leave without pay. “Immediate family” includes a spouse, domestic partner, child, grandchild, member of immediate household, sibling, parent, or grandparent, whether biological, foster, step, adopted, or in-law. It
also includes any person who has served in place of a parent to the EMT, or any person for whom
the EMT has served in place of a parent. The term “child” means a biological, foster, or adopted child, a stepchild, a legal ward, a child of a domestic partner, or a child of a person standing in loco parentis. The term “parent” means a biological, foster, or adoptive parent, a stepparent, or a
legal guardian.
The EMT may be required to submit proof of the family member’s death before being granted bereavement leave.
SECTION 8. SHORT-TERM AND LONG-TERM DISABILITY INSURANCE
Short-Term Disability The city will provide EMTs with city-paid short-term disability insurance via an insurance provider. The insurance shall provide for a seven calendar day waiting period prior to payment
eligibility and the short-term disability benefits shall be provided at 60% of the EMT’s pre-
disability base salary, up to a maximum base salary of $200,000. The maximum base salary
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amount used to define this benefit will be reviewed periodically and the City Manager may authorize its increase. The EMT shall use their accrued paid time off (e.g., vacation, sick leave)
during the disability insurance waiting period. EMTs shall combine accrued paid time off with
short-term disability payments for the purpose of achieving the equivalent of their base salary while receiving the short-term disability payments. Long-Term Disability
The city will provide EMTs with city-paid long-term disability insurance. This insurance shall
provide for a 90 calendar day waiting period prior to payment eligibility and the long-term disability benefits shall be provided at 66 2/3% of the EMT’s pre-disability base salary, up to a maximum base salary of $150,000. The maximum base salary amount used to define this benefit will be reviewed periodically and the City Manager may authorize its increase.
Use of Accrued Paid Time Off While Receiving Disability Benefits The EMT shall use the EMT’s accrued paid time off (e.g., vacation, sick leave) during the disability insurance waiting period. The EMT shall combine allowable types of accrued paid time off with short-term and long-term disability payments for the purpose of achieving the
equivalent of the EMT’s base salary while receiving the disability payments. Refer to the
disability plan documents for information on which types of accrued paid time off may be combined with disability payments. SECTION 9. ANNUAL VACATION LEAVE
A. Basis of Accrual The annual vacation leave accrual schedule will be: Less than 3 full calendar years of continuous service -13 minutes/day
3 through 4.99 full calendar years of continuous service -16 minutes/day
5 through 9.99 full calendar years of continuous service -20 minutes/day 10 through 10.99 full calendar years of continuous service -21 minutes/day 11 through 11.99 full calendar years of continuous service -22 minutes/day 12 through 12.99 full calendar years of continuous service -24 minutes/day
13 through 14.99 full calendar years of continuous service -25 minutes/day
15 or more full calendar years of continuous service -26 minutes/day Vacation leave is accrued on a daily basis. Vacation leave can be used in 15 minute increments.
B. Vacation Accrual Maximum An EMT will not be allowed to earn and accrue vacation hours in excess of the 320 hour maximum. Effective March 20, 2023, the vacation accrual maximum shall be increased to 400 hours.
If there are unusual circumstances that would require an EMT to exceed the vacation accrual maximum, the EMT must submit a request in writing to the Fire Chief or designee and the City Manager. The Fire Chief or designee and the City Manager may grant such a
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request if it is in the best interest of the city. Requests will be handled on a case-by-case basis and will be considered only in extreme circumstances.
C. Vacation Conversion
1) An EMT is eligible to submit an irrevocable request to elect to cash out up to 80
hours of accrued vacation hours for the following calendar year. 2) An EMT may convert accrued vacation to cash in the year following the election by completing a form between November 10 and December 10 of each year.
Elections will not carry over from one calendar year to the next calendar year.
3) Only vacation hours accrued during the calendar year following the election may be cashed out. If the EMT accrues less than the election amount, the EMT may cash out no more than the total vacation accrual in the following calendar year.
4) The EMT’s accrued vacation to convert to cash will be credited first to the cash out account with the EMT’s earned vacation leave until the EMT’s full election amount is reached. The vacation hours designated to the cash out account will not be credited toward the EMT’s maximum vacation accrual. During this period of
time, no earned vacation leave will be credited to the EMT’s vacation time off
balance. 5) Payment of vacation hours elected for cash out will be in the last paycheck in December unless the EMT has accrued all the elected vacation hours by June 30,
in which case payment of the elected vacation hours will be cashed out in July.
All vacation hours will be paid in the calendar year in which the vacation hours accrue. If an EMT does not accrue all requested vacation hours in the calendar year, the vacation payment amount will be reduced to the total number of vacation hours the EMT actually accrues in the calendar year and the payout will be made
no later than the last pay date in the calendar year.
6) The vacation payment amount will be based on the EMT’s rate of pay at the time of the payout. The vacation payment amount is taxable income, subject to all applicable withholding amounts and payroll deductions.
7) If the EMT does not elect to cash out vacation by December 10, they waive their right to do so and will not be allowed to cash out any vacation accruing in the following year.
D. Effect of Leave of Absence on Accrual of Vacation Leave
See Section 21 for the effect of an extended leave of absence on vacation accrual.
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E. Compensation for City Work During Vacation Prohibited
An EMT shall not be permitted to work for compensation for the city in any capacity,
except compensation for mandated court appearances, during the time of the EMT’s paid vacation leave from city service. This clause shall not limit the city’s right to recall the EMT from vacation in the event of an emergency and place the EMT on regular pay status.
F. Scheduling Vacations
An EMT may take annual vacation leave at any time during the year, contingent upon determination by the EMT’s Department Head that such absence will not materially affect the department. The EMT must consider the needs of the service when requesting annual
vacation leave. All vacation requests must be placed in the city’s timekeeping system per
the Department Directive. When a family emergency arises which necessitates the use of vacation time, the EMT shall provide as much advance notice as possible considering the particular circumstances.
G. Terminal Vacation Pay
The dollar value of an EMT’s accrued vacation balance as of the EMT’s last day on payroll shall be paid to the EMT upon separation of employment at the EMT’s base rate of pay at separation. When separation is caused by the death of the EMT, payment shall
be made to the estate of the EMT or, in applicable cases, as provided in the California
Probate Code. SECTION 10. SICK LEAVE
An EMT shall accrue sick leave at a rate of 16 minutes per day. Sick leave is accrued on a daily
basis. Sick leave can be used in 15 minute increments. A. Use of Sick Leave
Sick leave will be administered consistent with state and federal law and shall be allowed
for the following purposes: 1. Diagnosis, care or treatment of an existing health condition of, or preventative care for, an EMT or an EMT’s immediate family member. “Immediate family members” means
the same for this Section as it does for Section 7 – Bereavement Leave.
2. If the EMT is a victim of domestic violence, sexual assault, or stalking, for the purposes described in California Labor Code Sections 230(c) and 230.1(a), including obtaining relief (e.g., a restraining order), to obtain domestic violence services, or to seek medical or mental health treatment.
The EMT may request to use paid sick leave either orally or in writing using the city’s electronic scheduling system. If the need for paid sick leave is foreseeable, the EMT shall provide reasonable advance notification. If the need for paid sick leave is
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unforeseeable, the EMT shall provide notice of the need for the leave as soon as practicable.
Absences covered by workers’ compensation law, the pregnancy disability provisions of the California Fair Employment and Housing Act, the California Family Rights Act, and the federal Family and Medical Leave Act will be administered according to requirements of those laws.
If an EMT separates from the city and is rehired by the city within one year from the date of separation, the EMT’s previously accrued and unused sick leave shall be reinstated. Any employee applying for retirement with the California Public Employees’ Retirement
System may convert accrued and unused sick leave to service time at the rate specified in
California Government Code Section 20965. B. Timekeeping
The EMT must account for all sick leave hours requested via the city’s timekeeping system.
C. Effect of Leave of Absence See Section 21 for the effect of an extended leave of absence on sick leave accrual.
D. Sick Leave Conversion If an EMT has accrued and maintains a minimum of 160 hours of sick leave shall be permitted to convert up to 120 hours of accumulated uncompensated sick leave to
vacation at a ratio of 24 hours of sick leave to 8 hours of vacation. The sick leave
conversion option will be provided during the first week of each fiscal year. will not be allowed to convert sick leave to vacation if such conversion would put them over the vacation accrual maximum.
SECTION 11. BILINGUAL PAY
The city will provide additional compensation to an EMT, designated by the Human Resources Department, in the amount of $50.00 per pay period for the performance of bilingual skills. The determination of the number of persons/positions to be designated as bilingual is at the sole
discretion of the city.
In order to qualify for and receive bilingual pay, an EMT must pass a bilingual proficiency test as determined by the city in the foreign language or American Sign Language (ASL). In order to maintain eligibility for bilingual pay, an employee must pass the bilingual proficiency test every
three years from the date they first become eligible. All employees receiving bilingual pay on or
before March 20, 2023 will not be required to pass the test until March 20, 2026. SECTION 12. HEALTH INSURANCE/FLEXIBLE BENEFITS PROGRAM
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EMTs will participate in a flexible benefits program which includes medical insurance,
dental insurance, vision insurance, accidental death and dismemberment insurance
(AD&D) and flexible spending accounts (FSAs). Each of these components is outlined below. Benefits Credits and Medical Insurance
EMTs will be covered by the Public Employees’ Medical and Hospital Care Act (PEMHCA) and will be eligible to participate in the California Public Employees’ Retirement System (CalPERS) Health Program. The city will pay on behalf of EMTs and eligible dependents and those retirees designated in this Section, the minimum amount per
month required under California Government Code Section 22892 for medical insurance
through CalPERS. If electing to enroll for medical benefits, an EMT must select one medical plan from the variety of medical plans offered through CalPERS. The city shall contribute monthly amounts (called Benefits Credits) on behalf of EMTs
and eligible dependents toward the payment of medical premiums under the CalPERS
health program. The city contribution shall be based on an EMT’s medical coverage level and shall include the mandatory payments to CalPERS. If the actual total premiums exceed the city’s total contributions, the EMT will pay the difference.
Waiver Provision: If an EMT does not wish to participate in the CalPERS Health
Program, the EMT will have the choice of waiving the city’s medical insurance program, provided the EMT can show proof of alternative minimum essential coverage as defined by the Affordable Care Act. Effective the pay period that includes December 31, 2022, for those EMTs who are covered under another employer sponsored group insurance
program, the Benefits Credits associated with waiving medical coverage will be set equal
to $400 per month. Excess and Unused Benefits Credits: If the Benefits Credits exceed the cost of the medical insurance purchased by the EMT, the EMT will have the option of using any
“excess credits” to purchase city-sponsored dental insurance, vision insurance, accidental
death and dismemberment (AD&D) insurance or to contribute to a healthcare or dependent care flexible spending account (FSA). Unused Benefits Credits will be paid to the EMT in cash and reported as taxable income and included in premium pay in accordance with the FLSA.
Effective January 1 of each calendar year, the city monthly benefit credits associated with each medical coverage level will be set to dollar amounts that equate to 80% of the average health (medical, dental and vision) premium for Employee, Employee Plus One and Family coverage levels, rounded to the nearest whole dollar based on the premiums that will take
effect on January 1 of the respective calendar year.
Dental Insurance, Vision Insurance and Accidental Death & Dismemberment (AD&D) Insurance
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EMTs may choose to enroll in or opt out of the city-sponsored dental, vision or AD&D insurance plans at any coverage level.
Retirees If an EMT retires from the city, the EMT is covered by the PEMHCA and is eligible to participate in the CalPERS Health Program. EMTs who retire from the city, either service or disability, shall be eligible to continue their enrollment in the CalPERS Health Program
when they retire, provided that they are enrolled or eligible to enroll in a CalPERS medical
plan at the time of separation from employment and their effective date of retirement is within 120 days of separation. The city will contribute the minimum amount per month required under California Government Code Section 22892 toward the cost of each retiree’s enrollment in the CalPERS Health Program.
EMTs who retire from the city, either service or disability, shall be eligible to elect, upon retirement, to participate in the city’s dental and/or vision insurance programs as a retiree. The cost of such dental and/or vision insurance for the retiree and eligible dependents shall be borne solely by the retiree. An individual who does not choose continued coverage
upon retirement, or who chooses coverage and later drops it, is not eligible to return to the
city’s dental and vision insurance programs. The city will invoice the retiree for the retiree’s monthly premiums for dental and/or vision insurance and the retiree must keep such payments current to ensure continued coverage.
SECTION 13. HOLIDAYS The city shall observe the following scheduled paid holidays, consistent with the annual holiday schedule published by the Human Resources Department:
New Year’s Day Indigenous Peoples’ Day Martin Luther King Jr.’s Birthday Veterans Day President’s Birthday Thanksgiving Memorial Day Thanksgiving Friday
Independence Day Christmas Day
Labor Day While on a 24-hour shift, EMTs shall be compensated for an additional twelve (12) hours of holiday pay paid at the regular rate per FLSA guidelines on the day each holiday occurs in lieu of
having the day off with pay when the holiday falls on a regularly scheduled work shift.
While on any shift other than a 24-hour shift, EMTs will be eligible to have the day off with pay on the holidays listed above.
See Section 21 for the effect of an extended leave of absence on holiday pay.
Only EMTs who are on paid status on their scheduled workday immediately before a holiday shall be entitled to the paid holiday.
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SECTION 14. RETIREMENT BENEFITS A. The city has contracted with CalPERS for the following retirement benefits:
Miscellaneous “Classic” Members (those that do not qualify as “New Members” as
defined below)
• EMTs entering City of Carlsbad miscellaneous CalPERS membership for the first time prior to November 28, 2011 – The retirement formula shall be 3% @ 60; single highest year final compensation.
• EMTs entering City of Carlsbad miscellaneous CalPERS membership for the first time on or after November 28, 2011 – The retirement formula shall be 2% @ 60; three-year average final compensation.
“New Members” EMTs who are “New Members” as defined by the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (e.g., an employee hired on or after January 1, 2013 who has never been a CalPERS member or member of a reciprocal system or who has had a break in CalPERS service of at least 6 months or more) will be subject
to all the applicable PEPRA provisions, which include, without limitation, the following retirement benefits.
• Retirement formula shall be 2% @ 62; three-year average final compensation. B. Employee Retirement Contribution The employee retirement contribution will be made on a pre-tax basis by implementing provisions of Section 414(h)(2) of the Internal Revenue Code.
EMTs shall make the following employee retirement contributions through payroll deductions:
• EMTs who are miscellaneous employees subject to the 3% @ 60 benefit formula shall pay all of the employee retirement contribution (8%).
• EMTs who are miscellaneous employees subject to the 2% @ 60 benefit formula shall pay all of the employee retirement contribution (7%).
• EMTs who are miscellaneous employees meeting the definition of “New Member” under PEPRA shall pay one half of the normal cost rate associated with
their benefit plan as determined by CalPERS.
C. The city will continue to contract with CalPERS for the third level of 1959 Survivors’ Benefit.
D. The city shall continue to contract with CalPERS for the military service credit option.
The cost of this option is borne entirely by the EMT. Payments by the EMT to CalPERS are to be arranged by the EMT directly with CalPERS. Once such a payment schedule
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has been approved by CalPERS, the EMT may arrange with the city for such payments to be made by means of payroll deduction
SECTION 15. AMERICANS WITH DISABILITIES ACT AND OTHER FAIR EMPLOYMENT LAWS The city acknowledges the applicability of the Americans With Disabilities Act and other state
and federal fair employment laws and intends to apply and implement this document so as to
comply with these laws. SECTION 16. FAMILY LEAVE ACTS
The city acknowledges the applicability of the federal Family and Medical Leave Act (FMLA)
and the California Family Rights Act (CFRA) and intends to apply and implement this document so as to comply with these laws. SECTION 17. ALCOHOL AND DRUG POLICY
I. POLICY It is the policy of the City of Carlsbad to provide, for its employees, a work environment free from the effects of drugs and alcohol consistent with the directives
of the Drug Free Workplace Act. The City of Carlsbad agrees to use a clinical
laboratory which is certified by the National Institute on Drug Abuse (NIDA), now known as the Substance Abuse & Mental Health Services Administration (SAMHSA). All procedures and protocols for collection, chain of custody and testing will be conducted consistent with standards required under SAMHSA certification.
This policy is intended to accomplish that objective.
A. Definitions - As Used in This Policy: 1. "Drug" means any substance which produces a physical, mental,
emotional or behavioral change in the user, including but not limited to,
prescription medications, heroin, cocaine, morphine and its derivatives, P.C.P., methadone, barbiturates, amphetamines, methamphetamines, alcohol, marijuana, and other cannabinoids.
2. “Workplace” means any site where city-assigned work is performed,
including city premises, city vehicles or other premises or vehicles, while city-assigned work is being conducted, or within a reasonable time thereafter.
3. “Reasonable suspicion” means a standard for evidence or other
indication of impairment of normal physical or mental skills by alcohol or drugs where such impairment could negatively affect work performance or could pose a threat to public or employee safety.
Dec. 3, 2024 Item #4 Page 45 of 106
14
B. Employee Responsibilities 1. As a condition of employment, employee shall:
a. not engage in the unlawful manufacture, distribution,
dispensation, possession or use of alcohol or drugs nor be under the influence of alcohol or drugs in the workplace or while on-call; b. submit to an alcohol and drug analysis and remain on the premises
when requested to do so by city management, acting pursuant to
this policy, or by law enforcement personnel; c. notify the city of any conviction under a criminal drug statute (including any pleas of nolo contendere), if such conviction was
based on a violation which occurred in the workplace, no later than
five days after such conviction; (notification under this subsection does not relieve an employee from the disciplinary consequences of the conduct upon which a criminal conviction is based); and
d. abide by all terms of this policy.
2. Employee must notify their supervisor when taking any medication or drugs, prescription or non-prescription (over-the-counter medications), which may interfere with safe or effective performance of their duties
or operation of city equipment.
3. Off-duty involvement with any controlled substance including, but not limited to manufacture, distribution, dispensing, possession, use or any conviction under a criminal drug statute whose scope and employment
are relevant to city employment may result in disciplinary action up to
and including termination if there is relevant nexus between such off-duty involvement and the employee’s employment with the city. C. Employer Searches
For the purpose of enforcing this policy and maintaining a drug-free workplace, the city reserves the right to search, with notice to the employee or if no prior notice, in the employee’s presence, all work areas and property in which the city maintains full or joint control with the employee, including
but not limited to city vehicles, desks, lockers, file cabinets, and
bookshelves. These areas remain part of the workplace context even if the employee has placed personal items in them. Employee is cautioned against storing personal belongings in work areas under full or joint city control
Dec. 3, 2024 Item #4 Page 46 of 106
Attachment E
15
since such work areas may be subject to investigation and/or search under this policy. Employee shall have no expectation of privacy in these areas,
locations or properties.
Employer searches shall occur when there is a determination of “reasonable suspicion” as defined herein. Such searches shall be conducted by persons having supervisory and/or other legal authority to conduct such searches. Searches will not normally occur without concurrence of more than one
supervisor.
The city may conduct searches without notice to the employee or without the employee being present if a valid search warrant has been obtained. The employee may also consent to a search.
Nothing in this policy shall prevent the city from taking appropriate action if there is an inadvertent discovery of evidence of drug or alcohol use.
D. Consequences of Violation of Policy
1. Failure to abide by the terms of this policy shall be grounds for disciplinary action, up to and including termination.
2. In addition to any disciplinary action, an employee who fails to abide
by this policy may also be directed or allowed to satisfactorily participate in an approved alcohol or substance abuse assistance or rehabilitation program.
E. Federal Motor Carrier Safety Improvement Act of 1999 and DOT
regulations The Federal Motor Carrier Safety Improvement Act of 1999 and the California Vehicle Code apply to an EMT. The city and employees shall
comply with the regulations developed by the Department of Transportation
to enforce the Act. II. DRUG AND ALCOHOL ANALYSIS
A. Pre-employment Drug and Alcohol Analysis
1. Prior to receiving an offer of employment, an otherwise successful candidate must submit to a drug and alcohol analysis. At the city's discretion, this analysis may be in the form of "breathalyzer," urine, or
blood analysis.
2. Persons whose results are positive for either drugs or alcohol will be rejected for city employment.
Dec. 3, 2024 Item #4 Page 47 of 106
16
B. Employee Drug and Alcohol Analysis 1. If a manager or supervisor of the city has reasonable suspicion that an employee is under the influence of drugs or alcohol while in the
workplace or subject to duty, the employee shall be:
a. Prevented from engaging in other work; and b. Required to submit to a drug and alcohol analysis. At the city's
discretion, this analysis may be in the form of "breathalyzer,"
urine, or blood analysis. c. An employee may also be required to remain on the premises for a reasonable time until arrangements can be made to transport the
employee to the employee’s home.
2. Some examples of “reasonable suspicion” as defined in Section I.A.3. include, but are not limited to, the following, when confirmed by more than one person having supervisory authority:
a. slurred speech. b. alcohol odor on breath;
c. unsteady walking or movement not related to prior injury or
disability; d. an accident involving city property having no obvious causal explanation other than possible employee responsibility;
e. physical or verbal behaviors that are disruptive, non-responsive, unusual for that employee or otherwise inappropriate to the workplace situation;
f. attributable possession of alcohol or drugs;
g. information obtained from a reliable person with personal knowledge that would lead a reasonably prudent supervisor to believe that an employee is under the influence of alcohol or
drugs;
3. Refusal to remain on the premises or to submit to a drug and alcohol analysis when requested to do so by city management or by law
Dec. 3, 2024 Item #4 Page 48 of 106
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17
enforcement officers shall constitute insubordination and shall be grounds for discipline, up to and including termination.
4. A drug and alcohol analysis may test for the presence of any drug which could impair an employee's ability to effectively and safely perform the functions of his or her job.
5. A positive result from a drug and alcohol analysis may result in
termination. 6. City agrees to take steps to protect the chain of custody of any drug test sample.
7. Employee will be placed on paid administrative leave pending the completion of any testing process and any investigation deemed necessary by the city.
III. EMPLOYEE ASSISTANCE PROGRAM
A. The city has a well-established voluntary Employee Assistance Program (EAP) to assist employees who seek help for substance abuse problems. The EAP is available for assessment, referral to treatment, and follow-up.
Any employee of the city wishing confidential assistance for a possible
alcohol or drug problem can call the EAP office and arrange for an appointment with a counselor. B. Employees who are concerned about their alcohol or drug use are strongly
encouraged to voluntarily seek assistance through the EAP. All self-referral
contacts are held in confidence by the EAP. C. Participation in the employee assistance program will not replace normal disciplinary procedures for unsatisfactory job performance or for violation
of any city policy.
SECTION 18. PARAMEDIC LICENSE PAY EMTs who possesses their paramedic license and San Diego County accreditation will receive
$110.77 per pay period for paramedic license pay upon approval from their supervisor and
successful completion of an evaluation of paramedic skills by the Fire Chief or designee. SECTION 19. REPORTING VALUE OF UNIFORMS TO CALPERS
EMTs who are Classic Members will have the amount of $17.31 reported to CalPERS bi-weekly
as special compensation related to the monetary value of the required uniform, excluding boots. Under PEPRA, this benefit is not reported to CalPERS as special compensation for New Members.
Dec. 3, 2024 Item #4 Page 49 of 106
18
SECTION 20. DEFERRED COMPENSATION The city shall provide for a Deferred Compensation Plan which may be utilized by EMTs on an optional basis. The city reserves the right to accept or reject any particular plan and to impose
specific conditions upon the use of any plan. Such plan shall be implemented according to the
plan document and without cost to the city. SECTION 21. LEAVE OF ABSENCE
A. Occupational Injuries or Illnesses
If an EMT sustains a work related injury or illness and becomes temporarily disabled from work as a result, the EMT may receive the EMT’s full salary, in lieu of the state mandated temporary disability benefit, for a period of up to 45 calendar days for any
single incident. The periods of temporary disability need not be continuous. Any
aggravation of a pre-existing occupational injury or illness will be treated as such and not as a new injury. In this situation, the EMT will not be entitled to any occupational sick leave benefit which exceeds the original maximum of 45 calendar days. The city reserves the right to determine whether occupational sick leave will be granted.
Granting of occupational sick leave will be subject to the same procedures and
standards (including predesignated physicians, resolution of disputes over benefits, use of Agreed Medical Examiners, etc.) as used in workers’ compensation matters and/or FMLA/CFRA matters.
If an EMT continues to be unable to work after the above described benefits have
been exhausted and the EMT has not been retired, the EMT will receive workers’ compensation temporary disability payments as provided in the California Labor Code. To the extent these benefits are less than the EMT’s full regular pay, the EMT shall supplement them by using accrued sick leave and/or vacation to reach the
amount equal to the EMT’s full regular pay until the EMT’s leave balances reach
zero, at which time the EMT would commence an unpaid leave of absence (i.e., the EMT would not receive a city paycheck). B. Non-Occupational Injuries or Illnesses
If an EMT is temporarily unable to work due to a non-occupational illness or injury, the EMT will receive those disability benefit payments for which the EMT is eligible and applies. To the extent that these benefits are less than the EMT’s full regular pay, the EMT shall supplement them by using accrued sick leave and or vacation to
reach the amount equal to the EMT’s full regular pay until the EMT’s leave balances
reach zero, at which time the EMT would commence an unpaid leave of absence.
Dec. 3, 2024 Item #4 Page 50 of 106
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19
C. To the extent permitted by law, a leave of absence under this section will run concurrently with any FMLA or CFRA leave of absence an EMT is entitled to receive
it.
D. Leave of Absence Without Pay 1. General Policy
An EMT may be granted a leave of absence without pay pursuant to the approval of the Fire Chief or designee for less than two calendar weeks. If the duration of the leave of absence will be longer, the approval of the City Manager or designee is required.
An EMT shall utilize all the EMT’s vacation and/or sick leave (if applicable) prior to taking an authorized leave of absence without pay. A leave without pay may be granted for any of the following reasons:
a) Illness or disability. b) To take a course of study which will increase the EMT’s usefulness on return to the EMT’s position.
c) For personal reasons acceptable to the Fire Chief or designee and City Manager. d) Authorization Procedure
Requests for leave of absence without pay shall be made in writing and shall state specifically the reason for the request, the date when the leave is desired to begin, the probable date of return, and the agreement to reimburse the city for any benefit premiums paid by the city during the leave of absence. The request shall normally
be initiated by the EMT but may be initiated by the Fire Chief or designee, and, if
applicable, shall be promptly transmitted to the City Manager or designee for approval. A copy of any approved request for leave of absence without pay with a duration equal to or greater than two calendar weeks shall be delivered promptly to the Directors of Finance and Human Resources.
2. Length of Leave and Extension A leave of absence without pay may be made for a period not to exceed six months, unless otherwise approved by the City Manager. The procedure for granting
extensions shall be the same as that in granting the original leave provided that the
request for extension is made no later than 14 calendar days prior to the expiration of the original leave.
Dec. 3, 2024 Item #4 Page 51 of 106
20
3. Return From Leave
When an EMT intends to return from an authorized leave of absence without pay
either before or upon the expiration of such leave, the EMT shall contact the Fire Chief or designee at least 14 calendar days prior to the day the EMT plans to return. The Fire Chief or designee shall promptly notify the Human Resources Department of the EMT’s intention. The EMT shall return at a rate of pay not less than the rate
at the time the leave of absence began.
4. Leave Without Pay - Insurance Payments and Privileges While on leave without pay, an EMT may continue the EMT’s city insurance
benefits by reimbursing the city for the EMT’s costs of insurance on a monthly
basis during the period of the leave. Failure to reimburse the city for such benefits during the term of a leave of absence will result in the EMT’s coverage terminating on the first day following the month in which the last payment was received.
Upon EMT’s return to paid status, any sums due to the city shall be repaid through
payroll deductions. This applies to sums due for insurance as well as other payment plans entered into between the city and the EMT (e.g., computer loan). Upon eligibility for continuation of healthcare benefits under the Consolidated
Omnibus Budget Reconciliation Act (COBRA), the EMT will be notified of the
COBRA process. While on leave of absence without pay, an EMT shall not have all of the privileges granted during regular duty service.
E. Pregnancy Disability Leave Pregnancy Disability Leave shall be authorized and/or administered in accordance with the provisions of state and federal law. In the case an EMT is disabled by
pregnancy, childbirth or a related medical condition, the EMT shall be allowed to
utilize a combination of accrued leave and leave without pay to take a leave for a reasonable period of time, not to exceed four months. “Reasonable period of time” means that period during which the EMT is disabled on account of pregnancy, childbirth, or related conditions. An EMT shall utilize all accrued leave, except
sick leave, prior to taking leave without pay.
The EMT shall give the city reasonable notice of the date the leave shall commence and the estimated duration of the leave.
If the EMT is disabled by pregnancy, the EMT may be eligible to return to work on
a light duty assignment per the Department Directive regarding a non-occupational illness/injury.
Dec. 3, 2024 Item #4 Page 52 of 106
Attachment E
21
F. Extended Leave of Absence
Upon completion of either 84 consecutive calendar days (12 weeks) of leave of
absence (paid or unpaid and except when leave is ordered by the city or when the EMT is on an active duty military leave) the EMT will not be eligible for the benefits listed below:
1. accrual of sick leave and vacation and
2. holiday pay On the day that the EMT returns to work from the extended leave of absence, the EMT will resume eligibility for the abovementioned benefits and the EMT’s vacation
anniversary date will be adjusted for each calendar day the leave of absence lasted
beyond 84 consecutive calendar days. During or immediately following a leave of absence, if the EMT returns to work for fewer than 14 calendar days before subsequently going back on a leave of absence for the
same injury, illness or reason for the leave (paid or unpaid and except when leave is
ordered by the city or when the employee is on an active duty military leave), the second leave of absence shall be considered a continuation of the first leave of absence. G. Deployment Recovery Leave
Effective March 20, 2023, EMTs returning from incident deployments spanning 240 hours or greater shall be granted deployment recovery leave of up to 24 hours to cover the balance of their remaining shift if returning on a regularly scheduled workday.
If returning from an incident deployment spanning 240 hours or greater on a regularly
scheduled day off, EMTs shall be granted deployment recovery leave of up to 24 hours to cover the duration of their next regularly scheduled shift so long as that regularly scheduled shift is scheduled to begin within 24 hours of return from the incident.
EMTs returning from incident deployments spanning 240 hours or greater will not be
allowed to work overtime or a trade or be eligible to be force hired unless they have been off duty for a total of 24 hours whether returning on a regularly scheduled workday or a regularly scheduled day off.
In the event the department is experiencing a staffing shortage, the Fire Chief or the Fire
Chief’s designee may adjust deployment recovery leave as needed until the local staffing shortage is resolved. SECTION 22. MILITARY LEAVE
Military leave shall be authorized in accordance with the applicable provisions of state and federal law.
Dec. 3, 2024 Item #4 Page 53 of 106
22
SECTION 23. JURY DUTY
When called to jury duty, the EMT, having provided at least five working days’ written notice
from the date of the summons to the Human Resources department, shall be entitled to the EMT’s regular compensation. If the EMT also receives any compensation from the court for serving on a jury, the EMT will reimburse the City for the amount the EMT received from the court. The EMT shall be entitled to keep mileage reimbursement paid and/ or the transit pass paid or provided
while on jury duty and will be reimbursed for any applicable parking fees while on jury duty.
If the EMT is released early from jury duty, the EMT shall report to the EMT’s supervisor for assignment for the duration of the workday. At the discretion of the supervisor, the EMT may be released from reporting back to work if an unreasonable amount of the workday remains in light
of travel time to the job site after release. SECTION 24. LIFE/ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE AND VOLUNTARY BENEFITS
EMTs shall receive city paid life insurance in an amount equal to their base salary up to a maximum
base salary of $200,000. To determine the benefit, the amount of insurance is rounded to the next higher $5,000 multiple, unless the amount equals a $5,000 multiple. EMTs shall receive city paid Accidental Death and Dismemberment insurance in an amount equal
to their base salary up to a maximum base salary of $200,000. To determine the benefit, the
amount of insurance is rounded to the next higher $5,000 multiple, unless the amount equals a $5,000 multiple. Effective January 1, 2023, EMTs shall receive city paid life and AD&D insurance for a spouse
and children. The coverage amount for a spouse is $20,000 and for children is $10,000.
The city provides various voluntary benefits available at the EMT’s cost. An EMT may select among various levels of coverage. For information regarding these benefits, contact the Human Resources Department at 442-339-2440.
SECTION 25. WELLNESS The city shall contract with a wellness program provider to provide a wellness program to EMTs.
Participation in educational components is mandatory. EMTs are strongly encouraged to
participate in the comprehensive fitness assessment and in the blood chemistry evaluation; however, an EMT may choose not to participate in either of these two components. All information and results from this general fitness evaluation are confidential in accordance with federal and state medical information privacy laws, non-punitive and will be given only to the
EMT.
SECTION 26. PAID FAMILY LEAVE
Dec. 3, 2024 Item #4 Page 54 of 106
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23
Per Administrative Order No. 84, EMTs will be eligible for up to 160 hours per year of paid family leave to care for an immediate family member or bond with a new child.
SECTION 27. DEFENSE AND INDEMNIFICATION The city will defend an EMT in an action or proceeding brought against the EMT in accordance
with the requirements and limitations in California Government Code Sections 995 through
996.6. The city will indemnify an EMT for a judgment for compensatory damages in accordance with the requirements and limitations in California Government Code Sections 825-825.6.
Dec. 3, 2024 Item #4 Page 55 of 106
Classification Categories Minimum Maximum
Office
Office Aide $16.60 $20.45
Office Assistant $17.48 $24.47
Accounting Assistant $18.57 $27.27
Graphic Artist $22.01 $28.76
Technical/Paraprofessional
Technical Aide $16.60 $18.18
Technical Assistant $18.57 $27.27
Service
Custodian Aide**$19.97 $24.31
Grounds Aide $16.60 $21.60
Maintenance Assistant $16.93 $22.73
Senior Maintenance Assistant $21.74 $27.27
Administrative
Administrative Aide/Intern $16.60 $22.17
Administrative Assistant $17.48 $32.23
Legal Intern $16.72 $29.85
Library
Library Page $16.60 $18.18
Library Clerk $18.03 $23.58
Library Technician $21.86 $29.26
Reference Librarian $29.50 $37.50
Arts Aide $16.60 $21.20
Arts Instructor $25.08 $37.30
Recreation
Recreation Aide $16.60 $18.47
Recreation Leader $16.93 $20.45
Senior Recreation Leader $17.21 $22.17
Recreation Program/Services Coordinator $21.86 $27.27
Lifeguard $18.03 $23.06
Classification Categories Minimum Maximum
(Recreation continued)
Aquatics Instructor $17.21 $22.17
Senior Aquatics Instructor/Lifeguard $19.34 $26.32
City of Carlsbad Part-Time Salary Ranges
Effective January 1, 2025
Exhibit 2
Dec. 3, 2024 Item #4 Page 56 of 106
Aquatics Program Instructor $20.90 $31.05
Preschool Instructor $16.60 $23.58
Bus Driver $16.60 $22.17
Kitchen Aide $16.60 $17.61
Kitchen Assistant $16.93 $19.31
Concessions Aide $16.60 $17.61
Concessions Leader $16.93 $20.51
Safety
Open Water Lifeguard I $21.86 $28.41
Open Water Lifeguard II $24.04 $31.25
Emergency Medical Technician*$19.47 $23.80
Retired Annuitant Police Officer
Hourly Professional
*Equal to the full-time Emergency Medical Technician range.
**Equal to full-time Custodian range
Hourly rate determined by Human Resources
Equal to top step pay rate of Police Officer
classification as reflected on current Carlsbad
Police Officers' Association salary schedule
Dec. 3, 2024 Item #4 Page 57 of 106
----
Exhibit 3
JOB TITLE MINIMUM MIDPOINT MAXIMUM
Assistant City Manager 199,354$ 244,254$ 289,154$
Deputy City Manager 187,894$ 230,213$ 272,531$
Fire Chief 187,538$ 229,778$ 272,018$
Police Chief 187,538$ 229,778$ 272,018$
Assistant Fire Chief 176,757$ 216,569$ 256,380$
Assistant Police Chief 176,757$ 216,569$ 256,380$
Senior Assistant City Attorney 176,757$ 216,569$ 256,380$
Transportation Director 170,751$ 209,254$ 247,756$
Utilities Director 170,751$ 209,254$ 247,756$
Community Development Director 166,574$ 204,112$ 241,649$
Human Resources Director 165,938$ 201,567$ 237,195$
Finance Director 165,938$ 201,567$ 237,195$
Information Technology Director 165,938$ 201,567$ 237,195$
Assistant City Attorney 160,631$ 196,852$ 233,072$
Housing and Homeless Services Director 160,631$ 196,852$ 233,072$
Parks and Recreation Director 160,631$ 196,852$ 233,072$
Library and Cultural Arts Director 154,529$ 187,709$ 220,888$
Assistant Director of Community Development 148,159$ 179,970$ 211,782$
Assistant Information Technology Director 148,159$ 179,970$ 211,782$
Assistant Utilities Director 148,159$ 179,970$ 211,782$
Communication & Engagement Director 148,159$ 179,970$ 211,782$
Environmental Sustainability Director 148,159$ 179,970$ 211,782$
Fire Division Chief 148,159$ 179,970$ 211,782$
Utilities Manager 148,159$ 179,970$ 211,782$
Asst. Director of Emergency Services 126,239$ 154,585$ 182,930$
Assistant Human Resources Director 126,239$ 154,585$ 182,930$
Assistant Finance Director 126,239$ 154,585$ 182,930$
Business Intelligence & Analytics Manager 126,239$ 154,585$ 182,930$
City Traffic Engineer 126,239$ 154,585$ 182,930$
City Planner 126,239$ 154,585$ 182,930$
Deputy City Attorney 126,239$ 154,585$ 182,930$
Deputy Library Director 126,239$ 154,585$ 182,930$
Director of Legislative and Constituent Services 126,239$ 154,585$ 182,930$
Economic Development Director 126,239$ 154,585$ 182,930$
Engineering Manager 126,239$ 154,585$ 182,930$
Fire Battalion Chief 126,239$ 154,585$ 182,930$
Geographic Info. Systems Manager 126,239$ 154,585$ 182,930$
Housing Services Manager 126,239$ 154,585$ 182,930$
Information Technology Manager 126,239$ 154,585$ 182,930$
Intergovernmental Affairs Director 126,239$ 154,585$ 182,930$
Municipal Property Manager 126,239$ 154,585$ 182,930$
Parks Services Manager 126,239$ 154,585$ 182,930$
Unrepresented Employees Salary Schedule (Base Pay)
Proposed Salary Schedule Effective 1/1/2025
Dec. 3, 2024 Item #4 Page 58 of 106
JOB TITLE MINIMUM MIDPOINT MAXIMUM
Police Administrative Manager 126,239$ 154,585$ 182,930$
Project Portfolio Manager 126,239$ 154,585$ 182,930$
Public Works Manager 126,239$ 154,585$ 182,930$
Recreation Services Manager 126,239$ 154,585$ 182,930$
Transportation Planning and Mobility Manager 126,239$ 154,585$ 182,930$
Utilities Technical Services Manager 126,239$ 154,585$ 182,930$
Building Offical 126,239$ 150,459$ 174,679$
Human Resources Manager 125,968$ 149,751$ 173,534$
Finance Manager 125,968$ 149,751$ 173,534$
Finance Payroll Information Technology Manager 125,968$ 149,751$ 173,534$
Risk Manager 124,234$ 147,688$ 171,141$
Business Technology Manager 115,781$ 137,639$ 159,497$
City Clerk Services Manager 115,781$ 137,639$ 159,497$
Community Health Nurse 115,781$ 137,639$ 159,497$
Development Services Manager 115,781$ 137,639$ 159,497$
Information Technology Senior Project Manager 115,781$ 137,639$ 159,497$
Information Technology Security Manager 115,781$ 137,639$ 159,497$
Internal Audit Manager 115,781$ 137,639$ 159,497$
Municipal Projects Manager 115,781$ 137,639$ 159,497$
Police Communications Manager 115,781$ 137,639$ 159,497$
Principal Planner 115,781$ 137,639$ 159,497$
Public Safety Info. Technology Manager 115,781$ 137,639$ 159,497$
Parks Superintendent 115,781$ 137,639$ 159,497$
Public Works Superintendent 115,781$ 137,639$ 159,497$
Real Estate Manager 115,781$ 137,639$ 159,497$
SCADA Supervisor 115,781$ 137,639$ 159,497$
Senior Engineer 115,781$ 137,639$ 159,497$
Utilities Asset Manager 115,781$ 137,639$ 159,497$
Utilities Senior Engineer 115,781$ 137,639$ 159,497$
Utilities Superintendent 115,781$ 137,639$ 159,497$
Utilities Supervisor 115,781$ 137,639$ 159,497$
Code Enforcement Manager 98,899$ 117,420$ 135,939$
Cultural Arts Manager 98,899$ 117,420$ 135,939$
Senior Human Resources Officer 98,899$ 117,420$ 135,939$
Information Technology Project Manager 98,899$ 117,420$ 135,939$
Park Planning Manager 98,899$ 117,420$ 135,939$
Safety Training Center Supervisor 98,899$ 117,420$ 135,939$
Senior Accountant 98,899$ 117,420$ 135,939$
Senior Program Manager 98,899$ 117,420$ 135,939$
Senior Management Analyst 98,899$ 117,420$ 135,939$
Special Projects Manager 98,899$ 117,420$ 135,939$
Video Production Manager 98,899$ 117,420$ 135,939$
Community Relations Manager 84,432$ 100,140$ 115,847$
Public Information Officer 84,432$ 100,140$ 115,847$
Executive Assistant 81,263$ 96,380$ 111,498$
Human Resources Analyst 81,263$ 96,380$ 111,498$
Dec. 3, 2024 Item #4 Page 59 of 106
JOB TITLE MINIMUM MIDPOINT MAXIMUM
Management Analyst 81,263$ 96,380$ 111,498$
Meter Services Supervisor 81,263$ 96,380$ 111,498$
Parks/Trees Supervisor 81,263$ 96,380$ 111,498$
Principal Librarian 81,263$ 96,380$ 111,498$
Program Manager 81,263$ 96,380$ 111,498$
Public Works Supervisor 81,263$ 96,380$ 111,498$
Recreation Area Manager 81,263$ 96,380$ 111,498$
Senior Crime Intelligence Analyst 81,263$ 96,380$ 111,498$
Utilities Maintenance Planner 81,263$ 96,380$ 111,498$
Aquatic Supervisor 72,649$ 84,326$ 96,002$
Associate Analyst 72,649$ 84,326$ 96,002$
Crime Intelligence Analyst 72,649$ 84,326$ 96,002$
Programs and Venues Coordinator 72,649$ 84,326$ 96,002$
Communications Coordinator 72,649$ 79,916$ 87,184$
Community Arts Coordinator 72,649$ 79,916$ 87,184$
Community Volunteer Coordinator 72,649$ 79,916$ 87,184$
Graphic Production Supervisor 72,649$ 79,916$ 87,184$
Management Assistant 72,649$ 79,916$ 87,184$
Dec. 3, 2024 Item #4 Page 60 of 106
Exhibit 4
Unclassified Salary Range Schedule
Effective January 1. 2024 2025
Hourly Rate
Min Max
Emergency Medical Technician $18.72 19.47$22.88
23.80
Dec. 3, 2024 Item #4 Page 61 of 106
Exhibit 5
UNREPRESENTED EMPLOYEES COMPENSATION AND BENEFITS PLAN TABLE OF CONTENTS Section 1 Introduction ............................................................................Page 2
Section 2 Compensation ........................................................................Page 2 Pay Ranges .......................................................................Page 2 Compensation Adjustments ............................................Page 3 Survey Market ..................................................................Page 3 Section 3 Benefits and Other Types of Pay ...........................................Page 4
Life/Accidental Death and Dismemberment (AD&D) Insurance and Voluntary Benefits ....................Page 4 Retirement ........................................................................Page 4 Leave of Absence .............................................................Page 6 1. Vacation ..............................................................Page 6
2. Executive Leave .................................................Page 9 3. Sick Leave ..........................................................Page 9 4. Bereavement Leave ............................................Page 11 5. Leave Without Pay .............................................Page 11 6. Pregnancy Disability Leave ................................Page 13
7. Family and Medical Leave Acts .........................Page 13 8. Military Leave ....................................................Page 13 9. Jury Duty ............................................................Page 13 10. Extended Leave of Absence ...............................Page 13 11. Paid Family Leave ..............................................Page 14
Separation Compensation ................................................Page 14 Holidays ...........................................................................Page 14 Health Benefits.................................................................Page 15 Health Insurance for Retirees...........................................Page 16 Physical Fitness Reimbursement .....................................Page 17
Short-Term and Long-Term Disability Insurance (LTD) Page 17 Deferred Compensation ...................................................Page 17 Drug and Alcohol Policy .................................................Page 18 Uniform Reimbursement and Reporting the Value of Uniforms to CalPERS ..................................................Page 18
Fire Safety Unrepresented Employees .............................Page 18 Special Assignment and Temporary Upgrade Pay ..........Page 20 Educational Incentive Pay................................................Page 21 Bilingual Pay ....................................................................Page 21
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SECTION 1: INTRODUCTION
The Unrepresented Employees Compensation and Benefits Plan contains three parts: 1) an introduction, 2) an overview of compensation and 3) a description of benefits for unrepresented employees.
Definitions
1. Unrepresented Employees - Unrepresented employees are defined as those employees whose classifications are listed on the Unrepresented Salary Structure. Except as to those unrepresented employees subject to an applicable law, all unrepresented employees are considered “at-will” and have no property rights to their position. At will employment
with the city may be terminated at any time by either party, with or without cause, for
any reason or no reason whatsoever, and with or without advance notice. At will employees do not have the right to appeal. 2. City Council Appointed Employees - The City Manager and City Attorney are hired by
and responsible directly to the City Council. The salaries for these positions shall be set
by the City Council. The City Manager and City Attorney will not be subject to the provisions of the Compensation program as outlined in Section 2 of this document. The schedule of unrepresented benefits (as outlined in Section 3 of this document) will apply to these positions, except as otherwise provided by the City Council.
SECTION 2: COMPENSATION Pay Ranges
Each unrepresented job classification is assigned to a specific pay range. An employee may be paid
anywhere in the pay range associated with their job classification. Any employee may be advanced in the pay range regardless of the length of time served at the employee’s present pay rate. This advancement requires the written recommendation of the
employee’s manager and the approval of the employee’s department head and City Manager (or
City Attorney, for unrepresented employees in the City Attorney’s Office)1. If, as a result of a pay range adjustment, an employee’s base salary falls below the minimum of the pay range, the employee’s salary will be increased to the new range minimum as of the date City
Council approves the pay range adjustment.
Periodically the Human Resources Department will bring forth salary range movement recommendations to City Council that are based on market and economic conditions and may include one or more salary ranges.
_____________________________
1 Hereafter, all references to the City Manager include, with regard to unrepresented employees in the City Attorney’s Office, the City Attorney.
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Compensation Adjustments
Effective January 1, 20254 , all unrepresented employee salaries will be increased by 4%. As a result, all unrepresented employee salary ranges will be adjusted to reflect this increase. An employee’s salary may not exceed the maximum of the pay range for their classification.
Survey Market In keeping with the City Council’s philosophy of surveying the total compensation of local agencies, the agencies listed below will be considered in the survey market for
managementunrepresented classifications.
• City of Chula Vista
• City of Coronado
• City of Del Mar
• City of El Cajon
• City of Encinitas
• City of Escondido
• City of Imperial Beach
• City of La Mesa
• City of National City
• City of Oceanside
• City of Poway
• City of San Marcos
• City of Solana Beach
• City of San Diego
• City of Santee
• City of Vista
• County of San Diego
In addition to the agencies listed above, the following agencies will be considered in the survey market only for Utilities Director, Utilities Manager and Utilities Supervisor classifications.
• Encina Wastewater Authority
• Helix Water District
• Olivenhain Municipal Water District
• Otay Water District
• Padre Dam Municipal Water District
• Vallecitos Water District
• Vista Irrigation District
The Human Resources Department will compare salary and benefits information on each City of Carlsbad benchmark classification with appropriate classifications in the survey market. Those classifications that are considered benchmarks are those in which there was a substantial match between the competencies and duties required for jobs at the City of Carlsbad and those for jobs in the survey market.
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Each City of Carlsbad job classification is assigned to a specific pay range. The non-benchmark
positions are assigned to a pay range based on internal relationships, responsibility and/or
knowledge, skills and abilities of jobs. The benchmark salary data will be surveyed regularly and the benchmark comparisons will be modified when the classifications change within the organization.
The City Council delegates to the City Manager the authority to create and change job
classifications and assign job classifications to a specific pay range, based on both benchmark salary information and internal relationships within the organization. SECTION 3: BENEFITS AND OTHER TYPES OF PAY
Life/Accidental Death and Dismemberment (AD&D) Insurance and Voluntary Benefits All unrepresented employees shall receive city-paid life insurance in an amount equal to two times their base salary up to a maximum benefit of $400,000. To determine benefits, the amount of
insurance is rounded to the next higher $5,000 multiple, unless the amount equals a $5,000 multiple.
Effective January 1, 2020, all unrepresented employees shall receive city-paid Accidental Death and Dismemberment (AD&D) insurance in an amount equal to two times their base salary up to a maximum benefit of $400,000. To determine the benefit, the amount of insurance is rounded to the
next higher $5,000 multiple, unless the amount equals a $5,000 multiple.
Effective January 1, 2023, all unrepresented employees shall receive city-paid life and AD&D insurance for a spouse and children. The coverage amount for a spouse is $20,000 and for children is $10,000.
The city provides various voluntary benefits available at the employee’s cost. Employees may select among various levels of coverage. For information regarding these benefits, contact the Human Resources Department at 442-339-2440.
Retirement
All unrepresented employees shall participate in the California Public Employees' Retirement System (CalPERS). The specific retirement formula applied will be determined based on whether the position is deemed safety or miscellaneous. All positions not deemed eligible for safety
retirement will be deemed miscellaneous under the CalPERS system. Optional benefits unique to
the City of Carlsbad’s contract with CalPERS are outlined in the contract between the city and CalPERS. A copy of this contract is kept on file in the Human Resources Department. Unrepresented employees who are considered fire safety employees are eligible for the same
retirement benefit formula and are subject to the same optional retirement benefits described in the
City of Carlsbad CalPERS safety contract (and are the same as those provided to employees represented by the Carlsbad Firefighters' Association, Inc.). Sworn police unrepresented employees are eligible for the same retirement benefit formula and are subject to the same optional retirement benefits described in the City of Carlsbad CalPERS safety contract (and are the same as those
provided to employees represented by the Carlsbad Police Officers’ Association).
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A. The city has contracted with CalPERS for the following retirement benefits:
Miscellaneous “Classic” Members (those that do not qualify as “New Members” as defined below) a) Employees entering City of Carlsbad miscellaneous CalPERS membership for the first
time prior to November 28, 2011 - The retirement formula shall be 3% @ 60; single
highest year final compensation. b) Employees entering City of Carlsbad miscellaneous CalPERS membership for the first time on or after November 28, 2011 - The retirement formula shall be 2% @ 60; three year average final compensation.
c) Employees entering City of Carlsbad safety CalPERS membership for the first time prior
to October 4, 2010 - The retirement formula shall be 3% @ 50; single highest year final compensation. d) Employees entering City of Carlsbad safety CalPERS membership for the first time on or after October 4, 2010 – The retirement formula shall be 2% @ 50; three year average
final compensation.
“New Members” Employees who are “New Members” as defined by the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (e.g., an employee hired on or after January 1, 2013
who has never been a CalPERS member or member of a reciprocal system or who has had a
break in CalPERS service of at least six months or more) will be subject to all the applicable PEPRA provisions, which include but are not limited to the following retirement benefits. a) Miscellaneous employees - Retirement formula shall be 2% @ 62; three year average
final compensation.
b) Safety employees - Retirement formula shall be 2.7% @ 57; three year average final compensation. B. Employee Retirement Contribution
The employee retirement contribution will be made on a pre-tax basis by implementing provisions of Section 414(h)(2) of the Internal Revenue Code. Employees shall make the following employee retirement contributions through payroll
deductions:
• miscellaneous employees subject to the 3% @ 60 benefit formula shall pay all of the employee retirement contribution (8%),
• miscellaneous employees subject to the 2% @ 60 benefit formula shall pay all of
the employee retirement contribution (7%),
• safety employees subject to the 3% @ 50 or 2% @ 50 benefit formulas shall pay all of the employee retirement contribution (9%), and
• miscellaneous and safety employees who meet the definition of “New Member”
under PEPRA shall pay the required PEPRA member contribution rate as established by CalPERS.
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Leave of Absence
Unrepresented employees are exempt from overtime requirements under the Fair Labor Standards Act. Unrepresented employees in the city are paid on a salary basis versus an hourly basis. Pursuant to FLSA regulation 29 CFR Section 541.5d, the city can make deductions from salary or
leave accounts for partial day absences for personal reasons or sickness because the city has a
policy and practice of requiring its employees to be accountable to the public that they have earned their salaries. A partial day absence is an absence of less than the employee's regular work day. Pursuant to FLSA regulation 29 CFR Section 541.118 (a)(2) and (a)(3), the city may make salary or leave reductions based upon full day absences.
Partial day or full day absences shall be first charged against the exempt employee's vacation, sick, or executive leave account. In the event the exempt employee does not have sufficient time in the employee’s leave account to cover the absence, deductions without pay will be made on full days only.
1. Vacation a. Vacation Accrual Every unrepresented employee shall accrue vacation leave for each calendar year of actual continuous service dating from the commencement of said service, with such
time to be accrued on a daily (calendar day) basis. Vacation leave can be used in 15
minute increments.
All unrepresented employees (except Fire Battalion Chiefs, Assistant Police Chief, and Police Chief) shall earn vacation on the following basis: - Beginning with the first working day through the completion of five full
calendar years of continuous service - 13 minutes/day.
- Beginning the sixth year of employment through the completion of 10 full calendar years of continuous service - 20 minutes/day.
- Beginning the 11th year of employment through the completion of 11 full
calendar years of continuous service - 21 minutes/day. - Beginning the 12th year of employment through the completion of 12 full calendar years of continuous service - 22 minutes/day.
- Beginning the 13th year of employment through the completion of 13 full calendar years of continuous service - 24 minutes/day. - Beginning the 14th year of employment through the completion of 15 full
calendar years of continuous service - 25 minutes/day.
- Beginning the 16th year of continuous employment, vacation time shall be accrued, and remain at a rate of 26 minutes/day for every full calendar year of continuous employment thereafter.
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Unrepresented employees with comparable service may be granted credit for such
service for the purpose of computing vacation at the discretion of the City Manager. All unrepresented employees shall be permitted to earn and accrue up to and including 320 hours of vacation. Effective March 20, 2023 the vacation accrual maximum will increase to 400 hours. No employee will be allowed to earn and
accrue vacation hours in excess of the maximum.* The City Manager shall be
responsible for the granting of vacation to all unrepresented personnel, except in the case of the City Attorney’s Office, where the City Attorney shall be responsible for granting vacation.
* If there are unusual circumstances that would require an employee to exceed the vacation accrual
maximum, the employee must submit a request in writing to the Department Head and the City Manager or designee. The Department Head and the City Manager or designee may grant such a request if it is in the best interest of the city. Requests will be handled on a case-by-case basis and will be considered only in extreme circumstances. Fire Battalion Chiefs shall accrue vacation in the same manner and up to the same maximum as Carlsbad Firefighters' Association (CFA) represented employees.
For fire safety unrepresented employees who contribute to the post-retirement
healthcare trust established by CFA, Inc. and who work a 112 hour/pay period schedule, each year, in the last paycheck in December, all accrued vacation hours over 496 hours will be deposited into the employee’s individual post-retirement healthcare trust account.
For fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc. and who work an 80 hour/pay period schedule, each year, in the last paycheck in December, all accrued vacation hours over 336 hours will be deposited into the employee’s individual post-retirement
healthcare trust account.
The Assistant Police Chief and Police Chief shall accrue vacation in the same manner and up to the same maximum as Carlsbad Police Management Association (CPMA) represented employees.
b. Vacation Conversion Employees, except for fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc. are eligible to submit an
irrevocable request to elect to cash out up to 80 hours (or up to 112 hours if a
Battalion Chief on a 112 hours/pay period schedule) of accrued vacation hours for the following calendar year. 1. All employees wishing to convert accrued vacation to cash in the year following
the election will complete a form between November 10 and December 10 of
each year. Elections will not carry over from one calendar year to the next calendar year.
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2. Only vacation hours accrued during the calendar year following the election may
be cashed out. Employees accruing less than the election amount may cash out no
more than their total vacation accrual in the following calendar year. 3. The employee’s accrued vacation to convert to cash will be credited first to the cash out account with the employee’s earned vacation leave until the employee’s
full election amount is reached. The vacation hours designated to the cash out
account will not be credited toward the employee’s maximum vacation accrual. During this period of time, no earned vacation leave will be credited to the employee’s vacation time off balance.
4. Payment of vacation hours elected for cash out will be in the last paycheck in
December unless the employee has accrued all the elected vacation hours by June 30, in which case payment of the all the elected vacation hours will be cashed out in July. All vacation hours will be paid in the calendar year in which the vacation hours accrue. If the employee does not accrue all requested vacation hours in the
calendar year, the vacation payment amount will be reduced to the total number
of vacation hours the employee actually accrues in the calendar year and the payout will be made no later than the last pay date in the calendar year. 5. The vacation payment amount will be based on the employee’s rate of pay at the
time of the payout. The vacation payment amount is taxable income, subject to
all applicable withholding amounts and payroll deductions. 6. An employee who does not elect to cash out vacation by December 10 waives their right to do so and will not be allowed to cash out any vacation accruing in
the following year.
Fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc., are eligible to submit an irrevocable request to elect to convert accrued vacation hours for the following calendar year to be deposited into
the employee’s individual post-retirement healthcare trust account in the same
manner established for employees represented by CFA, Inc. There shall be no cash option available to these employees for the conversion of unused accrued vacation hours.
c. Vacation Payout
An employee separating from the city service, except for a fire safety unrepresented employee who contributes to the post-retirement healthcare trust established by CFA, Inc., who has a balance of unused accrued vacation leave shall be entitled to be paid
for the remainder of their unused accrued vacation leave as of their last day on
payroll. For fire safety unrepresented employees who contribute to the post-retirement healthcare trust established by CFA, Inc., upon separation of employment, 100% of
the value of all remaining unused accrued vacation hours shall be converted to the
employee’s individual account in the Post-Retirement Healthcare Trust and/or a city-
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sponsored 457 Plan at the base rate of pay in effect at the time of separation from the
city. Allocation amounts to either or both the Post-Retirement Healthcare Trust
individual account and 457 Plan will be at the employee’s discretion and subject to Internal Revenue Service regulations. The employee shall be responsible for ensuring their contributions to a 457 Plan do not exceed the maximum allowed per law. If the amount of terminal vacation pay the employee converts to a 457 Plan
causes their 457 contributions to exceed the maximum allowed per the law and those
contributions are returned to the city, the city will deposit the amount returned into the employee’s individual account in the Post-Retirement Healthcare Trust. There shall be no cash option available to the employee for the conversion of unused accrued vacation hours at the time of separation. The default will be to convert
100% of the unused vacation hours into the Post-Retirement Healthcare Trust
individual account unless the employee designates conversion to the city-sponsored 457 Plan no later than 14 calendar days prior to the employee’s last pay date. 2. Executive Leave (E-time)
Effective July 1, 2023, all unrepresented personnel, except for a Fire Battalion Chief who is on a 56 hour work schedule as of July 1 in a given fiscal year, shall receive 64 hours per fiscal year for executive leave. The 64 hours will be credited upon hire or promotion into unrepresented and at the beginning of each fiscal year to individual leave balances. This
leave must be used within the same fiscal year. The City Manager is authorized to provide
10 additional hours of executive leave per year to any unrepresented employee who is required to work extended hours due to emergencies such as fires, storms, floods, or other emergencies. Accrued and unused executive leave may continue to be used when a Fire Battalion Chief’s work schedule changes mid-fiscal year from 80 hours/pay period to 112
hours/pay period.
3. Sick Leave Sick leave can be used in 15 minute increments.
All unrepresented employees, except for Fire Battalion Chiefs, accrue 16 minutes of sick leave per calendar day. Accumulation is unlimited (employees cannot receive payment for unused sick leave). Fire Battalion Chiefs that work a 112 hour/pay period schedule shall accrue sick leave sick leave at a rate of 25 minutes per day. A Fire Battalion Chief who
changes from a 112 hour/pay period schedule to an 80 hour/pay period schedule as a result
of an administrative assignment or an occupational injury assignment (either full or light/modified duty) will continue to accrue at a rate of 25 minutes per day during this assignment.
Any unrepresented employee, except a fire safety unrepresented employee, who has accrued
and maintains a minimum of 100 hours of sick leave shall be permitted to convert up to 12 days of sick leave and uncompensated sick leave to vacation at a ratio of three sick leave days per one day of vacation. The sick leave conversion option will be provided during the first week of each fiscal year. Conversion can only be made in increments of full day
vacation days. Employees will not be allowed to convert sick leave to vacation if such
conversion would put them over the vacation accrual maximum.
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fire safety unrepresented employees shall be eligible for sick leave conversion based on the
following guidelines. For a fire safety unrepresented employee on an 80 hour/pay period schedule: Any employee who has accrued and maintains a minimum of 160 hours of sick leave
shall be permitted to convert up to 120 hours of accumulated uncompensated sick
leave to either accrued vacation hours or to the employee’s post-retirement healthcare trust account at a ratio of 24 hours of sick leave to 8 hours of vacation/contributions to the employee’s post-retirement healthcare trust. The sick leave conversion option will be provided during the first week of each fiscal year.
Employees will not be allowed to convert sick leave to vacation if such conversion
would put them over the vacation accrual maximum. No cash option will exist for sick leave conversion. For a fire safety unrepresented employee on a 112 hour/pay period schedule:
Any employee who has accrued and maintains a minimum of 240 hours of sick leave
shall be permitted to convert up to 288 hours of accumulated uncompensated sick leave to either accrued vacation hours or to the employee’s post-retirement healthcare trust account at a ratio of 72 hours of sick leave to 24 hours of vacation/contributions to the employee’s post-retirement healthcare trust. The sick
leave conversion option will be provided during the first week of each fiscal year.
Employees will not be allowed to convert sick leave to vacation if such conversion would put them over the vacation accrual maximum. No cash option will exist for sick leave conversion.
Sick leave will be administered consistent with state and federal law and shall be allowed for
the following purposes: 1. Diagnosis, care or treatment of an existing health condition of, or preventative care for, an employee or an employee’s family member (e.g., to recuperate from or receive treatment
for personal injuries or illnesses, to care for an injured or ill family member or to attend
medical, dental or optometry appointments). 2. If the employee is a victim of domestic violence, sexual assault, or stalking, for the purposes described in California Labor Code Sections 230(c) and 230.1(a), including
obtaining relief (e.g., a restraining order), domestic violence services, or medical or mental
health treatment. Employees shall be required to account for all hours they are requesting as sick leave via the city’s timekeeping/scheduling system. If the need for paid sick leave is foreseeable, the
employee shall provide reasonable advance notification. If the need for paid sick leave is
unforeseeable, the employee shall provide notice of the need for the leave as soon as practicable. Absences covered by workers’ compensation law, the pregnancy disability provisions of the
California Fair Employment and Housing Act, the California Family Rights Act, and the
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federal Family and Medical Leave Act will be administered according to requirements of
those laws.
If an employee separates from the city and is rehired by the city within one year from the date of separation, the employee’s previously accrued and unused sick leave shall be reinstated.
Any employee applying for retirement with the California Public Employees’ Retirement System may convert accrued and unused sick leave to service time at the rate specified in California Government Code Section 20965.
4. Bereavement Leave
An employee may use up to an equivalent of three work days of paid bereavement leave if required to be absent from duty due to the death of a member of the employee’s immediate family. Effective Jan. 1, 2023, an additional two days may be taken and charged to accrued
leave or, when no accrued leave is available, treated as leave without pay. Additional time
off may be authorized by the Department Head and charged to accrued vacation or sick leave or, when no accrued leave is available, treated as leave without pay. The “immediate family” shall be defined in the personnel rules and regulations.
The employee may be required to submit proof of relative’s death before final approval of bereavement leave is granted. 5. Leave of Absence Without Pay
To the extent permitted by law, a leave of absence under this article will run concurrently with any leave of absence an employee is entitled to receive under the CFRA or FMLA. a. General Policy
Any employee may be granted a leave of absence without pay pursuant to the approval of the employee’s Department Head for less than two calendar weeks. If the duration of the leave of absence will be longer, the approval of the City Manager or designee is required.
An employee shall utilize all accrued vacation, e-time and/or sick leave (if applicable) prior to taking an authorized leave of absence without pay. A leave without pay may be granted for any of the following reasons:
1. illness or disability,
2. to take a course of study which will increase the employee’s usefulness on return to the employee’s position in the city service, or 3. for personal reasons acceptable to the City Manager and Department Head.
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b. Authorization Procedure
Requests for leave of absence without pay shall be made in writing and shall state specifically the reason for the request, the date when the leave is desired to begin, the probable date of return, and the agreement to reimburse the city for any benefit premiums paid by the city during the leave of absence. The request shall normally
be initiated by the employee, but may be initiated by the employee’s Department
Head, and, if applicable, shall be promptly transmitted to the City Manager or designee for approval. A copy of any approved request for leave of absence without pay with a duration equal to or greater than two calendar weeks shall be delivered promptly to the Directors of Finance and Human Resources.
c. Length of Leave and Extension A leave of absence without pay may be made for a period not to exceed six months, unless otherwise approved by the City Manager. The procedure for granting
extensions shall be the same as that in granting the original leave provided that the
request for extension is made no later than 14 calendar days prior to the expiration of the original leave. d. Return From Leave
When an employee intends to return from an authorized leave of absence without pay either before or upon the expiration of such leave, the employee shall contact the employee’s Department Head at least 14 calendar days prior to the day the employee plans to return. The Department Head shall promptly notify the Human Resources
Department of the employee’s intention. The employee shall return at a rate of pay
not less than the rate at the time the leave of absence began. e. Insurance Payments and Privileges
An employee on leave without pay may continue the employee’s city insurance
benefits by reimbursing the city for the employee’s costs of insurance on a monthly basis during the period of the leave. Failure to reimburse the city for such benefits during the term of a leave of absence will result in the employee’s coverage terminating on the first day following the month in which the last payment was
received.
Upon the employee’s return to paid status, any sums due to the city shall be repaid through payroll deductions. This applies to sums due for insurance as well as other payment plans entered into between the city and the employee (e.g., computer loan).
Upon eligibility for COBRA, the employee will be notified of the opportunity to continue benefit coverage via the COBRA process. An employee on leave of absence without pay shall not have all of the privileges
granted to regular employees (e.g., holiday pay), unless required by law.
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6. Pregnancy Disability Leave
Pregnancy Disability Leave shall be authorized and/or administered in accordance with the provisions of State and Federal law. An employee disabled by pregnancy shall be allowed to utilize a combination of accrued leave and leave without pay to take a leave for a reasonable period of time, not to exceed four months. An employee shall utilize all accrued
leave, except sick leave, prior to taking leave without pay. Reasonable period of time means
that period during which the employee is disabled on account of pregnancy, childbirth, or related conditions. An employee who plans to take a leave pursuant to this article shall give the city reasonable
notice of the date the leave shall commence and the estimated duration of the leave. 7. Family and Medical Leave Acts The city acknowledges the applicability of the federal Family and Medical Leave Act
(FMLA) and the California Family Rights Act (CFRA) and intends to apply and implement
this document so as to comply with these laws. 8. Military Leave
Military leave shall be authorized in accordance with the provisions of State and Federal
law. The employee must furnish satisfactory proof to the employee’s Department Head, as far in advance as possible, that the employee must report to military duty. 9. Jury Duty
When called to jury duty, an employee shall be entitled to the employee’s regular compensation. Employees released early from jury duty shall report to their supervisor for assignment for the duration of the shift. Employees shall be entitled to keep mileage reimbursement paid while on jury duty.
If an employee also receives any compensation from the court for serving on a jury, the employee will reimburse the city for the amount they received from the court. Employees shall be entitled to keep mileage reimbursement and/ or the transit pass paid or provided while on jury duty and will be reimbursed for any applicable parking fees.
Employees released early from jury duty shall report to their supervisor for assignment for the duration of the work day. At the discretion of the supervisor, an employee may be released from reporting back to work if an unreasonable amount of the work day remains in light of travel time to the job site after release.
10. Extended Leave of Absence Upon completion of 84 consecutive calendar days (12 weeks) of leave of absence (paid or unpaid and except when leave is ordered by the city or when an employee is on an active
duty military leave) or completion of a leave of absence related to Section 4850 of the
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Labor Code, whichever occurs later, an employee will not be eligible for the benefits listed
below:
• accrual of sick leave and vacation,
• car allowance and
• holiday pay for Fire Battalion Chiefs working a 112 hour/pay period schedule.
On the day that the employee returns to work from the extended leave of absence, the employee will resume eligibility for the abovementioned benefits and the employee’s vacation anniversary date and seniority (calculation of continuous service with the city) will
be adjusted for each calendar day the leave of absence lasted beyond 84 consecutive
calendar days or the completion of a leave of absence related to Section 4850 of the Labor Code, whichever was longer. During or immediately following a leave of absence, if an employee returns to work for
fewer than 14 calendar days before subsequently going back on a leave of absence for the
same injury, illness or reason for the leave, (paid or unpaid and except when leave is ordered by the city or when an employee is on an active duty military leave), the second leave of absence shall be considered a continuation of the first leave of absence.
11. Paid Family Leave Effective January 1, 2020, per Administrative Order No. 84, all unrepresented employees will be eligible for up to 160 hours per year of paid family leave to care for an immediate family member or bond with a new child.
Separation Compensation All unrepresented employees involuntarily separated from the city service due to budget cutbacks, layoffs, contracting out of service or for other reasons not due to misconduct which would justify
involuntary separation shall receive one month’s salary computed at the employee's actual salary at the time of separation. Holidays
All unrepresented employees shall be paid holidays in accordance with the schedule of 11 holidays
as established by the City Council. The scheduled paid holidays that will be official city holidays shall be as follows: New Year’s Day Indigenous Peoples’ Day Martin Luther King’s Birthday Veterans Day
Presidents’ Day Thanksgiving Day
Memorial Day Thanksgiving Friday Independence Day Christmas Day Labor Day
Fire Battalion Chiefs are compensated for holidays in the manner outlined below.
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1) Suppression personnel on an administrative assignment are ineligible for the holiday pay
listed above. These personnel will receive straight time pay when they are regularly
scheduled to work on the holidays listed above. 2) Fire prevention personnel and personnel on a non-occupational injury light/modified duty assignment will be eligible to have the day off with pay on the holidays listed above.
3) Suppression personnel working a 112 hour/pay period schedule and personnel on an occupational injury light/modified duty assignment shall be compensated for an additional 12 hours of holiday pay (using a base salary rate that excludes additional pays) on the day the holiday occurs.
Only employees who are on employed status on their last scheduled work day before a holiday shall be entitled to the paid holiday except where otherwise required by law. Effective July 1, 2019, all unrepresented employees, including fire safety unrepresented employees,
will receive two floating holidays per fiscal year, each year on July 1st.
The floating holiday may be used at the discretion of the employee with prior approval of the employee’s supervisor. The floating holiday must be taken as a full day off. There is no partial day use of a floating holiday. The floating holiday pay is paid at straight time equal to the number of
hours in the employee’s regular work shift on that day. Unused floating holidays will not carry over
to the next fiscal year and will not paid out upon separation of employment. Health Benefits
Unrepresented employees will participate in a flexible benefits program which includes medical
insurance, dental insurance, vision insurance, flexible spending accounts (FSAs) and Accidental Death & Dismemberment insurance (AD&D). Each of these components is outlined below. Benefits Credits and Medical Insurance
Unrepresented employees will be covered by the Public Employees’ Medical and Hospital Care Act
(PEMHCA) and will be eligible to participate in the California Public Employees’ Retirement System (CalPERS) Health Program. The city will pay on behalf of all unrepresented employees and eligible dependents and those retirees mentioned in the section of this document titled, “Health Insurance for Retirees,” the minimum amount per month required under California Government
Code Section 22892 for medical insurance through CalPERS. If electing to enroll for medical
benefits, an employee must select one medical plan from the variety of medical plans offered through CalPERS. The city will contribute monthly amounts (called “Benefits Credits”) on behalf of each active
unrepresented employee and eligible dependents toward the payment of medical premiums under
the CalPERS Health Program. The city contribution shall be based on the employee’s medical coverage level and shall include the mandatory payments to CalPERS. If the actual total premiums exceed the city’s total contributions, the employee will pay the difference.
Effective January 1 of each calendar year, the city monthly Benefits Credits will change for each
coverage level (except waive medical). The monthly Benefits Credits associated with each medical
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coverage level will be set to dollar amounts that equate to 80% of the average health (medical,
dental and vision) premium for Employee, Employee Plus One and Family coverage levels, rounded
to the nearest whole dollar based on the premiums that will take effect on January 1 of the respective calendar year. Excess and Unused Benefits Credits: If the Benefits Credits exceeds the cost of the medical
insurance purchased by the employee, the employee will have the option of using any “excess
credits” to purchase city-sponsored dental insurance, vision insurance, accidental death and dismemberment (AD&D) insurance or to contribute to a healthcare or dependent care flexible spending account (FSA). Unused Benefits Credits will be paid to the employee in cash and reported as taxable income.
All unrepresented employees who work three quarter-time or less will receive prorated Benefits Credits. Dental Insurance, Vision Insurance and Accidental Death & Dismemberment (AD&D) Insurance
Employees may choose to enroll in or opt out of the city-sponsored dental, vision or AD&D
insurance plans at any coverage level. Waiver Provision Unrepresented employees who do not wish to participate in the CalPERS Health Program will
have the choice of waiving the city’s medical insurance program, provided they can show proof
of alternative minimum essential coverage as defined by the Affordable Care Act. For those employees who are covered under another employer sponsored group insurance program, the benefits credits associated with waiving medical coverage will be $400 per month.
Health Insurance for Retirees
Effective January 1, 2001, unrepresented employees will be covered by the Public Employees’ Medical and Hospital Care Act and will be eligible to participate in the California Public Employees’ Retirement System (CalPERS) Health Program. Unrepresented employees who retire
from the city, either service or disability, shall be eligible to continue their enrollment in the
CalPERS Health Program when they retire, provided that the individual is enrolled or eligible to enroll in a CalPERS medical plan at the time of separation from employment and their effective date of retirement is within 120 days of separation. The city will contribute the minimum amount per month required under Government Code Section 22892 of the PEMHCA toward the cost of
each retiree’s enrollment in the CalPERS Health Program.
Employees who retire from the city, either service or disability, shall be eligible to elect, upon retirement to participate in the city’s dental and/or vision insurance programs as a retiree. The cost of such dental and/or vision insurance for the retiree and eligible dependents shall be borne solely
by the retiree. An individual who does not choose coverage upon retirement, or who chooses
coverage and later drops it is not eligible to return to the city’s dental and vision insurance program. The city will invoice the retiree for the retiree’s monthly premiums for dental and/or vision insurance and the retiree must keep such payments current to ensure continued coverage.
Physical Fitness Reimbursement
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All unrepresented employees shall be eligible for reimbursement of up to the amount of $450 during
each fiscal year for the costs associated with physical fitness. Each employee claiming reimbursement shall be required to submit original receipts to the Human Resources department for approval and reimbursement.
The physical fitness reimbursement is offered to unrepresented employees to promote optimum health. Services include, but are not limited to: health assessment testing and examinations, computerized heart risk profile, complete blood profile, fees paid to physical fitness providers, nutritional assessment and diet program.
Short-Term and Long-Term Disability Insurance Short-Term Disability Effective January 1, 2020, will provide city-paid short-term disability insurance for all
unrepresented employees via an insurance provider. The insurance shall provide for a seven-
calendar day waiting period prior to payment eligibility and the short-term disability benefits shall be provided at 60% of the employee’s pre-disability base salary, up to a maximum base salary of $200,000. The maximum base salary amount used to define this benefit will be reviewed periodically and the City Manager may authorize its increase.
Long-Term Disability The city will provide city-paid long-term disability insurance for all unrepresented employees. Effective January 1, 2020, the waiting period prior to payment eligibility shall be 90 calendar days and the long-term disability benefits shall be provided at 66 2/3% of the employee’s pre-disability
base salary, up to a maximum base salary of $150,000. The maximum base salary amount used to
define this benefit will be reviewed periodically and the City Manager may authorize its increase. Use of Accrued Paid Time Off While Receiving Disability Benefits The employee shall use their accrued paid time off (e.g., vacation, sick leave) during the disability
insurance waiting period. The employee shall combine accrued paid time off with short-term and
long-term disability payments for the purpose of achieving the equivalent of their base salary while receiving the disability payments. Deferred Compensation
The city shall provide deferred compensation plan(s) which may be utilized by any unrepresented employee. The city reserves the right to accept or reject any particular plan and to impose specific conditions upon the use of any plan. It is acknowledged that the city will assist in the administration of this benefit but that the city has no liability if an employee should default on the
repayment of such a loan.
Drug and Alcohol Policy
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It is the policy of the City of Carlsbad to provide a work environment free from the effects of drugs
and alcohol consistent with the directives of the Drug Free Workplace Act.
The city provides a voluntary Employee Assistance Program (EAP) to assist employees who seek help for substance abuse or other personal problems affecting work or family life. This program is available to employees and their family members and offers 24-hour access to confidential
professional EAP assistance for emergency or urgent situations. For more specific information,
contact the Human Resources Department or visit the city’s intranet site. Uniform Reimbursement & Reporting the Value of Uniforms to CalPERS
Reimbursement to the Police Chief and Assistant Police Chief for the cost of purchasing and maintenance of required uniforms shall be $34.62 per pay period. Effective May 31, 2010, all fire unrepresented employees who are required to wear city-provided
uniforms will have the amount of $17.31 reported to CalPERS bi-weekly as special compensation
related to the monetary value of the required uniforms, excluding boots. Under PEPRA, this benefit is not reported to CalPERS as special compensation for new members.
Fire Safety Unrepresented Employees 1. Post-Retirement Healthcare Trust
Employees promoted into a fire safety unrepresented classification from a position represented by CFA, Inc. after the establishment of the post-retirement healthcare trust by CFA, Inc. shall
contribute into the post-retirement healthcare trust established by CFA, Inc. via payroll deductions until participation by CFA, Inc., in this type of trust is terminated. The employee contribution amount shall be equal to the amount established for employees represented by CFA, Inc. In addition, the city will make monthly contributions per fire safety unrepresented employee who is contributing to the trust. The city contribution amount will be equal to the amount established for
employees represented by CFA, Inc. The city has no administrative responsibilities or liabilities related to this benefit, other than processing of payroll contributions as described above.
2. Overtime The classifications of Fire Chief, Assistant Fire Chief, Fire Division Chief, Fire Battalion Chief
and Fire Marshal are exempt from overtime requirements under FLSA.
Effective June 12, 2023, a Fire Battalion Chief on a 56 hour work schedule (i.e., Shift Battalion Chief) is paid at their base hourly rate of pay multiplied by 1.5 for the actual hours they spend covering for a Battalion Chief who is on a leave of absence or deployed and when directed to
attend a mandatory training class or meeting associated with the rank of Battalion Chief on a
non-scheduled work day. Effective June 12, 2023, a Fire Battalion Chief on a 40 hour work schedule (i.e., Administrative Battalion Chief) is paid at their base hourly rate of pay for the actual hours they spend when
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directed to attend a mandatory training class or meeting associated with the rank of Battalion
Chief on a non-scheduled work day. An Administrative Battalion Chief is paid at a Shift
Battalion Chief base hourly rate of pay multiplied by 1.5 for actual hours covering for a Shift Battalion Chief who is on a leave of absence or deployed. Effective Aug. 8, 2022, a Fire Division Chief and/or the Assistant Fire Chief, with prior
approval from the Fire Chief, may fill a shift Fire Battalion Chief opening under the conditions
outlined below. 1) The shift opening remains unfilled after all off-duty Fire Battalion Chiefs have been given first right of refusal to work the shift opening but are unavailable. 2) While “working down,” a Fire Division Chief or Assistant Fire Chief may only
perform the duties of a shift Fire Battalion Chief.
3) The Fire Division Chief or Assistant Fire Chief “working down” in the rank of shift Fire Battalion Chief will be compensated at a shift Fire Battalion Chief pay rate (i.e., the Fire Battalion Chief bi-weekly pay range maximum divided by 112) for all hours worked outside the Fire Division Chief’s or Assistant Fire Chief’s regular work
week.
Employees in the classification of Fire Chief, Assistant Fire Chief, Fire Division Chief and Fire Marshal who are assigned to a mutual aid incident (not automatic aid) (either outside or within the City of Carlsbad) are compensated for regularly scheduled hours. In addition, the employee
will be paid at their base hourly rate of pay, which is derived by dividing their weekly salary by
40 hours for all hours, beginning at the time of dispatch until return to jurisdiction (portal to portal). Employees in the classification of Fire Battalion Chief who are assigned to the emergency location are paid at a rate of 1.5 their base hourly rate of pay, which is derived by dividing their base weekly rate by 40 hours, for hours worked in excess of their normally
scheduled work shift beginning at the time of dispatch to the return to jurisdiction (portal to
portal). 3. Fire Battalion Chief Administrative Assignments
While a Fire Battalion Chief is on an administrative assignment, the employee' s hourly rate will
be converted from a 112 hour/pay period schedule rate to an 80 hour/pay period schedule rate. While appointed or assigned to an administrative position (80 hour/pay period schedule), the employee shall receive an additional 15% above their base hourly pay rate.
A Fire Battalion Chief who is assigned to an 80 hour/pay period schedule administrative
assignment will not be available to work shift overtime on days they are assigned to an administrative assignment unless authorized by the Fire Chief or designee. Employees are authorized to work suppression overtime during hours they are not assigned to administration.
A Fire Battalion Chief working an 80 hour/pay period schedule who works a suppression
overtime shift, not including overhead assignments, will have their pay rate converted to the 112
hour/pay period rate while working on the suppression overtime shift. This rate shall not
include the 15% administrative assignment pay.
4. Moving Between an 80 Hour/Pay Period Work Schedule and a 112 Hour/Pay Period Work Schedule
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When a Fire Battalion Chief changes from a 112 hour/pay period schedule to an 80 hour/pay
period schedule, the employee’s vacation balance (number of hours of accrued and unused vacation) is divided by 1.4 so that the dollar value of the employee’s vacation balance at the time of the change remains the same.
When a Fire Battalion Chief changes from an 80 hour/pay period schedule to a 112 hour/pay
period schedule, the employee’s vacation balance (number of hours of accrued and unused vacation) is multiplied by 1.4 so that the dollar value of the employee’s vacation balance at the time of the change remains the same.
5. The city will comply with the Firefighter Bill of Rights Procedures for those fire safety
unrepresented employees who are afforded rights pursuant to Government Code Section 3254.5 of the California Firefighter Procedural Bill of Rights Act (FBOR). 6. Employees in the classifications of Fire Battalion Chief and Fire Marshal shall be eligible for
COVID-19 Emergency Responder Leave as outlined in the side letter agreement between the
CFA and the City of Carlsbad relating to COVID-19 Emergency Responder Leave. 7. Deployment Recovery Leave Effective March 20, 2023, fire safety unrepresented employees returning from incident
deployments spanning 240 hours or greater shall be granted deployment recovery leave of up to
24 hours to cover the balance of their remaining shift if returning on a regularly scheduled workday. If returning from an incident deployment spanning 240 hours or greater on a regularly scheduled
day off, fire safety unrepresented employees shall be granted deployment recovery leave of up to
24 hours to cover the duration of their next regularly scheduled shift so long as that regularly scheduled shift is scheduled to begin within 24 hours of return from the incident. fire safety unrepresented employees returning from incident deployments spanning 240 hours or
greater will not be allowed to work overtime or a trade or be eligible to be force hired unless they
have been off duty for a total of 24 hours whether returning on a regularly scheduled workday or a regularly scheduled day off. In the event the Fire Department is experiencing a staffing shortage, the City Manager or designee
may adjust deployment recovery leave as needed until the local staffing shortage is resolved. Special Assignment and Temporary Upgrade Pay Whenever the needs of the city require an employee to temporarily perform the duties of a job classification that has a higher pay range than the pay range associated with their current job
classification for a period of more than 21 calendar days, the employee shall be designated as being
in a special assignment and receive additional temporary upgrade pay. In such cases, the employee shall be paid at an appropriate level which will assure an increase of not less than five percent greater than the employee’s current salary. Subsequent to designation in a special assignment, in the event that the situation changes and the city does not need the employee to serve in the
assignment for at least 21 consecutive calendar days, the employee shall receive the temporary
upgrade pay for that period of time the assignment lasts. In the event that at the beginning of a
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special assignment, it is not perceived that the assignment will last at least 21 consecutive calendar
days, and the assignment nonetheless extends beyond 21 consecutive calendar days, the employee
in the assignment shall receive the temporary upgrade pay retroactive to the first day of the acting assignment. No employee shall be required to perform any of the duties of a higher classification unless that
employee is deemed to possess the minimum qualifications of the higher classification by the
Human Resources Director as recommended by the affected Department Head. Exceptions to the minimum qualifications criteria may be recommended by the affected Department Head on a case by case basis. If the employee does not meet the minimum qualifications for the higher classification the employee shall receive not less than 2.5% temporary upgrade pay.
The temporary upgrade pay shall commence on the first (1st) calendar day of the special assignment. The recommendation that an employee be placed in a special assignment shall be put in writing by the affected Department Head and submitted to the Human Resources Director for approval. The employee shall not serve for more than 180 calendar days in a special assignment
unless approved by the City Manager or designee.
If an employee is on a leave of absence (paid or unpaid and except when leave is ordered by the city) for more than 21 calendar days, the temporary upgrade pay associated with their special assignment shall cease on the 22nd day. On the day that the employee returns to work, if the
supervisor determines that the employee is required to continue to perform the duties of the special
assignment, the temporary upgrade pay will resume as of the day the employee returns to work. An employee in a special assignment shall be eligible to receive pay increases in the employee’s regular position during the special assignment. The Human Resources Director shall obtain the
employee’s consent for the special assignment prior to the employee’s assuming or continuing the
duties and additional compensation, which shall clearly state that it is understood that a reduction in salary will occur due to cessation of the temporary upgrade pay upon the expiration of the need for the special assignment.
Educational Incentive Effective January 1, 2019, employees in the classifications of Police Chief and Assistant Police Chief who present proof to the Professional Standards Division Sergeant, Carlsbad Police Department, of evidence of the award of a Management certificate issued by the State of California
Commission on Peace Officer Standards and Training (POST) will be eligible to receive
educational incentive pay in the amount of $462 biweekly. Eligibility for receiving the compensation will be based upon the date the employee provides evidence of eligibility to the Professional Standards Division Sergeant. It is the sole responsibility of the employee to make notification of eligibility for the educational incentive pay.
Bilingual Pay Effective June 12, 2023, the city will provide additional compensation to an unrepresented employee, designated by the Human Resources Department, in the amount of $50.00 per pay period
for the performance of bilingual skills. The determination of the number of persons/positions to be
designated as bilingual is at the sole discretion of the City Manager or designee.
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In order to qualify for and receive bilingual pay, employees must pass a bilingual proficiency test as
determined and paid for by the city in the foreign language or American Sign Language (ASL). In order to maintain eligibility for bilingual pay, an employee must pass the bilingual proficiency test every three years from the date they first become eligible.
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Exhibit 6
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EMERGENCY MEDICAL TECHNICIAN (EMT) EMPLOYMENT, COMPENSATION AND BENEFITS PLAN TABLE OF CONTENTS
Introduction Page 2
Section 1 Duties Page 2 Section 2 Termination/Resignation Page 3 Section 3 Reemployment Page 3 Section 4 Salary Page 3
Section 5 Work Schedule/Overtime Page 4
Section 6 Assignment as Paramedic/Firefighter Trainee And Internal Promotion Page 5 Section 6 Assignment as Paramedic/Firefighter Trainee Page 5 Section 7 Bereavement Page 5
Section 8 Short-Term and Long Term Disability Insurance Page 5
Section 9 Annual Vacation Leave Page 6 Section 10 Sick Leave Page 8 Section 11 Bilingual Pay Page 9 Section 12 Health Insurance/Flexible Benefits Program Page 9
Section 13 Holidays Page 11
Section 14 Retirement Benefits Page 12 Section 15 Americans With Disabilities Act and Other Fair Employment Laws Page 13 Section 16 Family Leave Acts Page 13
Section 17 Alcohol and Drug Policy Page 13
Section 18 Paramedic License Pay Page 17 Section 19 Reporting Value of Uniforms to CalPERS Page 17 Section 20 Deferred Compensation Page 18 Section 21 Leave of Absence Page 18
Section 22 Military Leave Page 21
Section 23 Jury Duty Page 21 Section 24 Life/Accidental Death & Dismemberment Insurance and Voluntary Benefits Page 22 Section 25 Wellness Page 22
Section 26 Paid Family Leave Page 22
Section 27 Defense and Indemnification Page 23
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INTRODUCTION In order to better provide for the health, safety and welfare of the citizens of Carlsbad, the City of
Carlsbad provides detailed control over the daily operations of the city's emergency transport
operations, including in-house deployment of ambulances, ownership and control over equipment and supplies, and supervision and control over employee selection and assignments. Employee compensation and benefits, conditions of employment, and working conditions of the
Emergency Medical Technician (EMT) are described in this document and shall be governed by
the city. Assignment to full-time EMT status will be based on a competitive process determined by the city to include an interview with the Fire Chief or designee.
An EMT is not part of the classified service and does not belong to, and is not part of, any recognized bargaining unit in the City of Carlsbad. An EMT may not administratively appeal, grieve or protest any condition of employment pursuant to the City of Carlsbad Municipal Code and/or Personnel Rules.
Throughout this document, any reference to the Fire Chief or designee is understood to mean authorization from the City Manager who delegates authority to the Fire Chief or designee to implement the provisions of this document.
SECTION 1. DUTIES
A. An EMT must possess the minimum qualifications and will perform the functions and duties set forth in the Emergency Medical Technician Class Specification (incorporated by reference), and will perform all other legally permissible duties and functions as the city shall from time to
time assign.
The work schedule may involve twenty-four (24) hour shifts or other shifts as determined by the city.
An EMT shall not be considered a firefighter or public safety employee. An EMT shall not perform duties including fire prevention, fire suppression, technical rescue, or the staffing of fire suppression apparatus.
An EMT shall devote full attention and effort to the tasks and duties set forth in the class specification and perform the mentioned duties and tasks in a professional manner. B. The city will:
(1) Administer various examinations, background checks, and/or other pre-employment screening to determine whether the EMT is an appropriate candidate for employment as an EMT for the city;
(2) Provide the EMT with any uniforms, tools and equipment as the city deems appropriate;
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(3) Provide the EMT such training and instruction as the city deems appropriate;
(4) Pay the EMT earned wages during the period the EMT is employed by the city;
(5) Staff ambulances with at least one additional EMT or Paramedic as directed by the Fire Chief or designee; and
(6) Provide adequate dormitory and kitchen facilities for the EMT. SECTION 2. TERMINATION/RESIGNATION An EMT is an at-will employee of the city and as such, an EMT may be terminated at any time
at the city’s discretion without any right of the EMT to appeal the decision. The at-will
employment relationship may not be modified by any oral or implied agreement or by any person, statement, act, series of events, or pattern of conduct. Nothing in this document shall prevent, limit or otherwise interfere with the city’s discretion to terminate the employment of the EMT at any time.
In the event an EMT voluntarily resigns, the city requests the EMT give the city written notice at least 30 days prior to the last workday. It is understood that after notice of termination in any form, the EMT and city will cooperate to provide for an orderly transition. An EMT that is assigned to a full-time position may resign the full-time position and request reassignment to a
part-time status.
SECTION 3. REEMPLOYMENT A. An EMT who has resigned may be reemployed to either a part-time or a full-time EMT
position, if vacant, within one year of the effective date of resignation. Reemployment to a full-
time EMT position will be based on availability of a vacant full-time position and a competitive process determined by the city to include an interview with the Fire Chief or designee. B. If a former EMT seeks reemployment as an EMT after a period greater than one year after
resignation, the city's recruitment process for the EMT position must be utilized to gain
employment. C. If a former EMT is reemployed, upon reemployment, the EMT shall resume the same vacation accrual rate that the EMT had at the time of separation.
SECTION 4. SALARY The salary range for an EMT is set forth in the Non-Management Unclassified Salary Range Schedule (incorporated by reference). An EMT may be paid anywhere in the salary range, as
determined by the city. An EMT may be advanced in the salary range regardless of the length of
time served at the EMT’s present pay rate. This advancement requires the written recommendation of the Fire Chief or designee and requires the approval of the City Manager or designee.
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Periodically the Human Resources Department will bring forth salary range adjustment recommendations to the City Council that are based on market and economic conditions. If, as a
result of a salary range adjustment, an EMT’s base pay falls below the minimum of the salary
range, the EMT’s base pay will be increased to the new range minimum as of the date the City Council approves the salary range adjustment. SECTION 5. WORK SCHEDULE/OVERTIME
A. The city may establish a work period for each EMT. Such schedule will comply with requirements of the Fair Labor Standards Act (FLSA) and any other federal or state employment laws and/or regulations. To the extent required by federal and state labor laws and/or regulations, the city will provide an EMT overtime based upon a 40-hour FLSA work week from Monday at
12:00 a.m. to Sunday at 11:59 p.m.
B. An EMT will be usually be scheduled for a 56-hour schedule to coincide with the fire suppression/operations schedule on 24-hour shifts. An EMT shall receive overtime compensation for all work in excess of 40 hours in any one work week (unless otherwise required by law).
C. The Fire Chief or designee may establish reasonable regulations regarding hours worked, daylight savings time, lost time, general leave, shift exchanges, etc. These regulations may be modified and/or updated from time to time at the sole discretion of the Fire Chief or designee in accordance with federal, state, and/or local laws governing employment.
D. In determining an employee’s eligibility for overtime, paid leaves shall be included in the total hours worked. Excluded from the total hours worked are duty free lunches, travel time to and from work (except for emergency call-back), and time spent conducting bona fide volunteer activities.
In addition, any employee required to perform work in excess of an employee’s normal scheduled shift shall receive overtime compensation. For FLSA overtime, the regular rate of pay shall be calculated in conformance with the FLSA.
There shall be no pyramiding of overtime. Hours worked by an employee in any workday or workweek on which premium rates have once been allowed shall not be used again in any other overtime calculation other than computing total actual hours worked.
Time worked shall be computed by rounding to the nearest quarter of an hour.
E. Employees shall be subject to having their daily work schedule changed at the sole discretion of the city. Such changes include, without limitation: (1) number of days/hours to be worked on a daily basis and in a payroll period; (2) normal days off; and (3) starting/ending times of assigned
shifts.
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SECTION 6. ASSIGNMENT AS PARAMEDIC/FIREFIGHTER TRAINEE
The Fire Department may identify one or more EMT(s) per EMT per calendar year to be
assigned to the position of Paramedic/Firefighter (PM/FF) Trainee. Selection for this assignment will be based on a competitive application and selection process upon completion of all department requirements for eligibility. This position will report to an assigned training program for Firefighter I academy training and/or Paramedic training. Upon successful completion of all
requirements for the position of Paramedic/Firefighter, the EMT may be eligible for promotion
to the position of Paramedic/Firefighter upon successful completion of a Carlsbad Physical Abilities test and interview process with the Fire Chief or designee. The EMT position will be held for the employee assigned as a PM/FF Trainee. If the EMT is unsuccessful in the assigned training program(s), the EMT will return to the EMT position. The EMT may repeat the
application and selection process for Paramedic/Firefighter Trainee at a later date. EMT
employees that are not selected for the Paramedic/Firefighter Trainee assignment may also become eligible for promotion to the position of Paramedic/Firefighter by completing all EMT task book requirements, ALS qualifications and Paramedic/Firefighter job classification requirements. Employees eligible for promotion from EMT to Paramedic/Firefighter must
complete a competitive interview with the Fire Chief or designee, be selected, and successfully
complete the Fire Department Physical Abilities Test.
SECTION 7. BEREAVEMENT LEAVE
In the event of the death of an EMT’s immediate family member, the employee may take up to three shifts of paid time off for bereavement. An additional two shifts may be taken and charged to accrued leave or, when no accrued leave is available, treated as leave without pay. Bereavement leave must be taken within one year of the event. Additional time off may be authorized by the
Fire Chief or designee and charged to accrued leave or, when no accrued leave is available, treated
as leave without pay. “Immediate family” includes a spouse, domestic partner, child, grandchild, member of immediate household, sibling, parent, or grandparent, whether biological, foster, step, adopted, or in-law. It
also includes any person who has served in place of a parent to the EMT, or any person for whom
the EMT has served in place of a parent. The term “child” means a biological, foster, or adopted child, a stepchild, a legal ward, a child of a domestic partner, or a child of a person standing in loco parentis. The term “parent” means a biological, foster, or adoptive parent, a stepparent, or a
legal guardian.
The EMT may be required to submit proof of the family member’s death before being granted bereavement leave.
SECTION 8. SHORT-TERM AND LONG-TERM DISABILITY INSURANCE
Short-Term Disability The city will provide EMTs with city-paid short-term disability insurance via an insurance provider. The insurance shall provide for a seven calendar day waiting period prior to payment
eligibility and the short-term disability benefits shall be provided at 60% of the EMT’s pre-
disability base salary, up to a maximum base salary of $200,000. The maximum base salary
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amount used to define this benefit will be reviewed periodically and the City Manager may authorize its increase. The EMT shall use their accrued paid time off (e.g., vacation, sick leave)
during the disability insurance waiting period. EMTs shall combine accrued paid time off with
short-term disability payments for the purpose of achieving the equivalent of their base salary while receiving the short-term disability payments. Long-Term Disability
The city will provide EMTs with city-paid long-term disability insurance. This insurance shall
provide for a 90 calendar day waiting period prior to payment eligibility and the long-term disability benefits shall be provided at 66 2/3% of the EMT’s pre-disability base salary, up to a maximum base salary of $150,000. The maximum base salary amount used to define this benefit will be reviewed periodically and the City Manager may authorize its increase.
Use of Accrued Paid Time Off While Receiving Disability Benefits The EMT shall use the EMT’s accrued paid time off (e.g., vacation, sick leave) during the disability insurance waiting period. The EMT shall combine allowable types of accrued paid time off with short-term and long-term disability payments for the purpose of achieving the
equivalent of the EMT’s base salary while receiving the disability payments. Refer to the
disability plan documents for information on which types of accrued paid time off may be combined with disability payments. SECTION 9. ANNUAL VACATION LEAVE
A. Basis of Accrual The annual vacation leave accrual schedule will be: Less than 3 full calendar years of continuous service -13 minutes/day
3 through 4.99 full calendar years of continuous service -16 minutes/day
5 through 9.99 full calendar years of continuous service -20 minutes/day 10 through 10.99 full calendar years of continuous service -21 minutes/day 11 through 11.99 full calendar years of continuous service -22 minutes/day 12 through 12.99 full calendar years of continuous service -24 minutes/day
13 through 14.99 full calendar years of continuous service -25 minutes/day
15 or more full calendar years of continuous service -26 minutes/day Vacation leave is accrued on a daily basis. Vacation leave can be used in 15 minute increments.
B. Vacation Accrual Maximum An EMT will not be allowed to earn and accrue vacation hours in excess of the 320 hour maximum. Effective March 20, 2023, the vacation accrual maximum shall be increased to 400 hours.
If there are unusual circumstances that would require an EMT to exceed the vacation accrual maximum, the EMT must submit a request in writing to the Fire Chief or designee and the City Manager. The Fire Chief or designee and the City Manager may grant such a
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request if it is in the best interest of the city. Requests will be handled on a case-by-case basis and will be considered only in extreme circumstances.
C. Vacation Conversion
1) An EMT is eligible to submit an irrevocable request to elect to cash out up to 80
hours of accrued vacation hours for the following calendar year. 2) An EMT may convert accrued vacation to cash in the year following the election by completing a form between November 10 and December 10 of each year.
Elections will not carry over from one calendar year to the next calendar year.
3) Only vacation hours accrued during the calendar year following the election may be cashed out. If the EMT accrues less than the election amount, the EMT may cash out no more than the total vacation accrual in the following calendar year.
4) The EMT’s accrued vacation to convert to cash will be credited first to the cash out account with the EMT’s earned vacation leave until the EMT’s full election amount is reached. The vacation hours designated to the cash out account will not be credited toward the EMT’s maximum vacation accrual. During this period of
time, no earned vacation leave will be credited to the EMT’s vacation time off
balance. 5) Payment of vacation hours elected for cash out will be in the last paycheck in December unless the EMT has accrued all the elected vacation hours by June 30,
in which case payment of the elected vacation hours will be cashed out in July.
All vacation hours will be paid in the calendar year in which the vacation hours accrue. If an EMT does not accrue all requested vacation hours in the calendar year, the vacation payment amount will be reduced to the total number of vacation hours the EMT actually accrues in the calendar year and the payout will be made
no later than the last pay date in the calendar year.
6) The vacation payment amount will be based on the EMT’s rate of pay at the time of the payout. The vacation payment amount is taxable income, subject to all applicable withholding amounts and payroll deductions.
7) If the EMT does not elect to cash out vacation by December 10, they waive their right to do so and will not be allowed to cash out any vacation accruing in the following year.
D. Effect of Leave of Absence on Accrual of Vacation Leave
See Section 21 for the effect of an extended leave of absence on vacation accrual.
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E. Compensation for City Work During Vacation Prohibited
An EMT shall not be permitted to work for compensation for the city in any capacity,
except compensation for mandated court appearances, during the time of the EMT’s paid vacation leave from city service. This clause shall not limit the city’s right to recall the EMT from vacation in the event of an emergency and place the EMT on regular pay status.
F. Scheduling Vacations
An EMT may take annual vacation leave at any time during the year, contingent upon determination by the EMT’s Department Head that such absence will not materially affect the department. The EMT must consider the needs of the service when requesting annual
vacation leave. All vacation requests must be placed in the city’s timekeeping system per
the Department Directive. When a family emergency arises which necessitates the use of vacation time, the EMT shall provide as much advance notice as possible considering the particular circumstances.
G. Terminal Vacation Pay
The dollar value of an EMT’s accrued vacation balance as of the EMT’s last day on payroll shall be paid to the EMT upon separation of employment at the EMT’s base rate of pay at separation. When separation is caused by the death of the EMT, payment shall
be made to the estate of the EMT or, in applicable cases, as provided in the California
Probate Code. SECTION 10. SICK LEAVE
An EMT shall accrue sick leave at a rate of 16 minutes per day. Sick leave is accrued on a daily
basis. Sick leave can be used in 15 minute increments. A. Use of Sick Leave
Sick leave will be administered consistent with state and federal law and shall be allowed
for the following purposes: 1. Diagnosis, care or treatment of an existing health condition of, or preventative care for, an EMT or an EMT’s immediate family member. “Immediate family members” means
the same for this Section as it does for Section 7 – Bereavement Leave.
2. If the EMT is a victim of domestic violence, sexual assault, or stalking, for the purposes described in California Labor Code Sections 230(c) and 230.1(a), including obtaining relief (e.g., a restraining order), to obtain domestic violence services, or to seek medical or mental health treatment.
The EMT may request to use paid sick leave either orally or in writing using the city’s electronic scheduling system. If the need for paid sick leave is foreseeable, the EMT shall provide reasonable advance notification. If the need for paid sick leave is
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unforeseeable, the EMT shall provide notice of the need for the leave as soon as practicable.
Absences covered by workers’ compensation law, the pregnancy disability provisions of the California Fair Employment and Housing Act, the California Family Rights Act, and the federal Family and Medical Leave Act will be administered according to requirements of those laws.
If an EMT separates from the city and is rehired by the city within one year from the date of separation, the EMT’s previously accrued and unused sick leave shall be reinstated. Any employee applying for retirement with the California Public Employees’ Retirement
System may convert accrued and unused sick leave to service time at the rate specified in
California Government Code Section 20965. B. Timekeeping
The EMT must account for all sick leave hours requested via the city’s timekeeping system.
C. Effect of Leave of Absence See Section 21 for the effect of an extended leave of absence on sick leave accrual.
D. Sick Leave Conversion If an EMT has accrued and maintains a minimum of 160 hours of sick leave shall be permitted to convert up to 120 hours of accumulated uncompensated sick leave to
vacation at a ratio of 24 hours of sick leave to 8 hours of vacation. The sick leave
conversion option will be provided during the first week of each fiscal year. will not be allowed to convert sick leave to vacation if such conversion would put them over the vacation accrual maximum.
SECTION 11. BILINGUAL PAY
The city will provide additional compensation to an EMT, designated by the Human Resources Department, in the amount of $50.00 per pay period for the performance of bilingual skills. The determination of the number of persons/positions to be designated as bilingual is at the sole
discretion of the city.
In order to qualify for and receive bilingual pay, an EMT must pass a bilingual proficiency test as determined by the city in the foreign language or American Sign Language (ASL). In order to maintain eligibility for bilingual pay, an employee must pass the bilingual proficiency test every
three years from the date they first become eligible. All employees receiving bilingual pay on or
before March 20, 2023 will not be required to pass the test until March 20, 2026. SECTION 12. HEALTH INSURANCE/FLEXIBLE BENEFITS PROGRAM
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EMTs will participate in a flexible benefits program which includes medical insurance,
dental insurance, vision insurance, accidental death and dismemberment insurance
(AD&D) and flexible spending accounts (FSAs). Each of these components is outlined below. Benefits Credits and Medical Insurance
EMTs will be covered by the Public Employees’ Medical and Hospital Care Act (PEMHCA) and will be eligible to participate in the California Public Employees’ Retirement System (CalPERS) Health Program. The city will pay on behalf of EMTs and eligible dependents and those retirees designated in this Section, the minimum amount per
month required under California Government Code Section 22892 for medical insurance
through CalPERS. If electing to enroll for medical benefits, an EMT must select one medical plan from the variety of medical plans offered through CalPERS. The city shall contribute monthly amounts (called Benefits Credits) on behalf of EMTs
and eligible dependents toward the payment of medical premiums under the CalPERS
health program. The city contribution shall be based on an EMT’s medical coverage level and shall include the mandatory payments to CalPERS. If the actual total premiums exceed the city’s total contributions, the EMT will pay the difference.
Waiver Provision: If an EMT does not wish to participate in the CalPERS Health
Program, the EMT will have the choice of waiving the city’s medical insurance program, provided the EMT can show proof of alternative minimum essential coverage as defined by the Affordable Care Act. Effective the pay period that includes December 31, 2022, for those EMTs who are covered under another employer sponsored group insurance
program, the Benefits Credits associated with waiving medical coverage will be set equal
to $400 per month. Excess and Unused Benefits Credits: If the Benefits Credits exceed the cost of the medical insurance purchased by the EMT, the EMT will have the option of using any
“excess credits” to purchase city-sponsored dental insurance, vision insurance, accidental
death and dismemberment (AD&D) insurance or to contribute to a healthcare or dependent care flexible spending account (FSA). Unused Benefits Credits will be paid to the EMT in cash and reported as taxable income and included in premium pay in accordance with the FLSA.
Effective January 1 of each calendar year, the city monthly benefit credits associated with each medical coverage level will be set to dollar amounts that equate to 80% of the average health (medical, dental and vision) premium for Employee, Employee Plus One and Family coverage levels, rounded to the nearest whole dollar based on the premiums that will take
effect on January 1 of the respective calendar year.
Dental Insurance, Vision Insurance and Accidental Death & Dismemberment (AD&D) Insurance
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EMTs may choose to enroll in or opt out of the city-sponsored dental, vision or AD&D insurance plans at any coverage level.
Retirees If an EMT retires from the city, the EMT is covered by the PEMHCA and is eligible to participate in the CalPERS Health Program. EMTs who retire from the city, either service or disability, shall be eligible to continue their enrollment in the CalPERS Health Program
when they retire, provided that they are enrolled or eligible to enroll in a CalPERS medical
plan at the time of separation from employment and their effective date of retirement is within 120 days of separation. The city will contribute the minimum amount per month required under California Government Code Section 22892 toward the cost of each retiree’s enrollment in the CalPERS Health Program.
EMTs who retire from the city, either service or disability, shall be eligible to elect, upon retirement, to participate in the city’s dental and/or vision insurance programs as a retiree. The cost of such dental and/or vision insurance for the retiree and eligible dependents shall be borne solely by the retiree. An individual who does not choose continued coverage
upon retirement, or who chooses coverage and later drops it, is not eligible to return to the
city’s dental and vision insurance programs. The city will invoice the retiree for the retiree’s monthly premiums for dental and/or vision insurance and the retiree must keep such payments current to ensure continued coverage.
SECTION 13. HOLIDAYS The city shall observe the following scheduled paid holidays, consistent with the annual holiday schedule published by the Human Resources Department:
New Year’s Day Indigenous Peoples’ Day Martin Luther King Jr.’s Birthday Veterans Day President’s Birthday Thanksgiving Memorial Day Thanksgiving Friday
Independence Day Christmas Day
Labor Day While on a 24-hour shift, EMTs shall be compensated for an additional twelve (12) hours of holiday pay paid at the regular rate per FLSA guidelines on the day each holiday occurs in lieu of
having the day off with pay when the holiday falls on a regularly scheduled work shift.
While on any shift other than a 24-hour shift, EMTs will be eligible to have the day off with pay on the holidays listed above.
See Section 21 for the effect of an extended leave of absence on holiday pay.
Only EMTs who are on paid status on their scheduled workday immediately before a holiday shall be entitled to the paid holiday.
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SECTION 14. RETIREMENT BENEFITS A. The city has contracted with CalPERS for the following retirement benefits:
Miscellaneous “Classic” Members (those that do not qualify as “New Members” as
defined below)
• EMTs entering City of Carlsbad miscellaneous CalPERS membership for the first time prior to November 28, 2011 – The retirement formula shall be 3% @ 60; single highest year final compensation.
• EMTs entering City of Carlsbad miscellaneous CalPERS membership for the first time on or after November 28, 2011 – The retirement formula shall be 2% @ 60; three-year average final compensation.
“New Members” EMTs who are “New Members” as defined by the California Public Employees’ Pension Reform Act of 2013 (PEPRA) (e.g., an employee hired on or after January 1, 2013 who has never been a CalPERS member or member of a reciprocal system or who has had a break in CalPERS service of at least 6 months or more) will be subject
to all the applicable PEPRA provisions, which include, without limitation, the following retirement benefits.
• Retirement formula shall be 2% @ 62; three-year average final compensation. B. Employee Retirement Contribution The employee retirement contribution will be made on a pre-tax basis by implementing provisions of Section 414(h)(2) of the Internal Revenue Code.
EMTs shall make the following employee retirement contributions through payroll deductions:
• EMTs who are miscellaneous employees subject to the 3% @ 60 benefit formula shall pay all of the employee retirement contribution (8%).
• EMTs who are miscellaneous employees subject to the 2% @ 60 benefit formula shall pay all of the employee retirement contribution (7%).
• EMTs who are miscellaneous employees meeting the definition of “New Member” under PEPRA shall pay one half of the normal cost rate associated with
their benefit plan as determined by CalPERS.
C. The city will continue to contract with CalPERS for the third level of 1959 Survivors’ Benefit.
D. The city shall continue to contract with CalPERS for the military service credit option.
The cost of this option is borne entirely by the EMT. Payments by the EMT to CalPERS are to be arranged by the EMT directly with CalPERS. Once such a payment schedule
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has been approved by CalPERS, the EMT may arrange with the city for such payments to be made by means of payroll deduction
SECTION 15. AMERICANS WITH DISABILITIES ACT AND OTHER FAIR EMPLOYMENT LAWS The city acknowledges the applicability of the Americans With Disabilities Act and other state
and federal fair employment laws and intends to apply and implement this document so as to
comply with these laws. SECTION 16. FAMILY LEAVE ACTS
The city acknowledges the applicability of the federal Family and Medical Leave Act (FMLA)
and the California Family Rights Act (CFRA) and intends to apply and implement this document so as to comply with these laws. SECTION 17. ALCOHOL AND DRUG POLICY
I. POLICY It is the policy of the City of Carlsbad to provide, for its employees, a work environment free from the effects of drugs and alcohol consistent with the directives
of the Drug Free Workplace Act. The City of Carlsbad agrees to use a clinical
laboratory which is certified by the National Institute on Drug Abuse (NIDA), now known as the Substance Abuse & Mental Health Services Administration (SAMHSA). All procedures and protocols for collection, chain of custody and testing will be conducted consistent with standards required under SAMHSA certification.
This policy is intended to accomplish that objective.
A. Definitions - As Used in This Policy: 1. "Drug" means any substance which produces a physical, mental,
emotional or behavioral change in the user, including but not limited to,
prescription medications, heroin, cocaine, morphine and its derivatives, P.C.P., methadone, barbiturates, amphetamines, methamphetamines, alcohol, marijuana, and other cannabinoids.
2. “Workplace” means any site where city-assigned work is performed,
including city premises, city vehicles or other premises or vehicles, while city-assigned work is being conducted, or within a reasonable time thereafter.
3. “Reasonable suspicion” means a standard for evidence or other
indication of impairment of normal physical or mental skills by alcohol or drugs where such impairment could negatively affect work performance or could pose a threat to public or employee safety.
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B. Employee Responsibilities 1. As a condition of employment, employee shall:
a. not engage in the unlawful manufacture, distribution,
dispensation, possession or use of alcohol or drugs nor be under the influence of alcohol or drugs in the workplace or while on-call; b. submit to an alcohol and drug analysis and remain on the premises
when requested to do so by city management, acting pursuant to
this policy, or by law enforcement personnel; c. notify the city of any conviction under a criminal drug statute (including any pleas of nolo contendere), if such conviction was
based on a violation which occurred in the workplace, no later than
five days after such conviction; (notification under this subsection does not relieve an employee from the disciplinary consequences of the conduct upon which a criminal conviction is based); and
d. abide by all terms of this policy.
2. Employee must notify their supervisor when taking any medication or drugs, prescription or non-prescription (over-the-counter medications), which may interfere with safe or effective performance of their duties
or operation of city equipment.
3. Off-duty involvement with any controlled substance including, but not limited to manufacture, distribution, dispensing, possession, use or any conviction under a criminal drug statute whose scope and employment
are relevant to city employment may result in disciplinary action up to
and including termination if there is relevant nexus between such off-duty involvement and the employee’s employment with the city. C. Employer Searches
For the purpose of enforcing this policy and maintaining a drug-free workplace, the city reserves the right to search, with notice to the employee or if no prior notice, in the employee’s presence, all work areas and property in which the city maintains full or joint control with the employee, including
but not limited to city vehicles, desks, lockers, file cabinets, and
bookshelves. These areas remain part of the workplace context even if the employee has placed personal items in them. Employee is cautioned against storing personal belongings in work areas under full or joint city control
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since such work areas may be subject to investigation and/or search under this policy. Employee shall have no expectation of privacy in these areas,
locations or properties.
Employer searches shall occur when there is a determination of “reasonable suspicion” as defined herein. Such searches shall be conducted by persons having supervisory and/or other legal authority to conduct such searches. Searches will not normally occur without concurrence of more than one
supervisor.
The city may conduct searches without notice to the employee or without the employee being present if a valid search warrant has been obtained. The employee may also consent to a search.
Nothing in this policy shall prevent the city from taking appropriate action if there is an inadvertent discovery of evidence of drug or alcohol use.
D. Consequences of Violation of Policy
1. Failure to abide by the terms of this policy shall be grounds for disciplinary action, up to and including termination.
2. In addition to any disciplinary action, an employee who fails to abide
by this policy may also be directed or allowed to satisfactorily participate in an approved alcohol or substance abuse assistance or rehabilitation program.
E. Federal Motor Carrier Safety Improvement Act of 1999 and DOT
regulations The Federal Motor Carrier Safety Improvement Act of 1999 and the California Vehicle Code apply to an EMT. The city and employees shall
comply with the regulations developed by the Department of Transportation
to enforce the Act. II. DRUG AND ALCOHOL ANALYSIS
A. Pre-employment Drug and Alcohol Analysis
1. Prior to receiving an offer of employment, an otherwise successful candidate must submit to a drug and alcohol analysis. At the city's discretion, this analysis may be in the form of "breathalyzer," urine, or
blood analysis.
2. Persons whose results are positive for either drugs or alcohol will be rejected for city employment.
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B. Employee Drug and Alcohol Analysis 1. If a manager or supervisor of the city has reasonable suspicion that an employee is under the influence of drugs or alcohol while in the
workplace or subject to duty, the employee shall be:
a. Prevented from engaging in other work; and b. Required to submit to a drug and alcohol analysis. At the city's
discretion, this analysis may be in the form of "breathalyzer,"
urine, or blood analysis. c. An employee may also be required to remain on the premises for a reasonable time until arrangements can be made to transport the
employee to the employee’s home.
2. Some examples of “reasonable suspicion” as defined in Section I.A.3. include, but are not limited to, the following, when confirmed by more than one person having supervisory authority:
a. slurred speech. b. alcohol odor on breath;
c. unsteady walking or movement not related to prior injury or
disability; d. an accident involving city property having no obvious causal explanation other than possible employee responsibility;
e. physical or verbal behaviors that are disruptive, non-responsive, unusual for that employee or otherwise inappropriate to the workplace situation;
f. attributable possession of alcohol or drugs;
g. information obtained from a reliable person with personal knowledge that would lead a reasonably prudent supervisor to believe that an employee is under the influence of alcohol or
drugs;
3. Refusal to remain on the premises or to submit to a drug and alcohol analysis when requested to do so by city management or by law
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enforcement officers shall constitute insubordination and shall be grounds for discipline, up to and including termination.
4. A drug and alcohol analysis may test for the presence of any drug which could impair an employee's ability to effectively and safely perform the functions of his or her job.
5. A positive result from a drug and alcohol analysis may result in
termination. 6. City agrees to take steps to protect the chain of custody of any drug test sample.
7. Employee will be placed on paid administrative leave pending the completion of any testing process and any investigation deemed necessary by the city.
III. EMPLOYEE ASSISTANCE PROGRAM
A. The city has a well-established voluntary Employee Assistance Program (EAP) to assist employees who seek help for substance abuse problems. The EAP is available for assessment, referral to treatment, and follow-up.
Any employee of the city wishing confidential assistance for a possible
alcohol or drug problem can call the EAP office and arrange for an appointment with a counselor. B. Employees who are concerned about their alcohol or drug use are strongly
encouraged to voluntarily seek assistance through the EAP. All self-referral
contacts are held in confidence by the EAP. C. Participation in the employee assistance program will not replace normal disciplinary procedures for unsatisfactory job performance or for violation
of any city policy.
SECTION 18. PARAMEDIC LICENSE PAY EMTs who possesses their paramedic license and San Diego County accreditation will receive
$110.77 per pay period for paramedic license pay upon approval from their supervisor and
successful completion of an evaluation of paramedic skills by the Fire Chief or designee. SECTION 19. REPORTING VALUE OF UNIFORMS TO CALPERS
EMTs who are Classic Members will have the amount of $17.31 reported to CalPERS bi-weekly
as special compensation related to the monetary value of the required uniform, excluding boots. Under PEPRA, this benefit is not reported to CalPERS as special compensation for New Members.
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SECTION 20. DEFERRED COMPENSATION The city shall provide for a Deferred Compensation Plan which may be utilized by EMTs on an optional basis. The city reserves the right to accept or reject any particular plan and to impose
specific conditions upon the use of any plan. Such plan shall be implemented according to the
plan document and without cost to the city. SECTION 21. LEAVE OF ABSENCE
A. Occupational Injuries or Illnesses
If an EMT sustains a work related injury or illness and becomes temporarily disabled from work as a result, the EMT may receive the EMT’s full salary, in lieu of the state mandated temporary disability benefit, for a period of up to 45 calendar days for any
single incident. The periods of temporary disability need not be continuous. Any
aggravation of a pre-existing occupational injury or illness will be treated as such and not as a new injury. In this situation, the EMT will not be entitled to any occupational sick leave benefit which exceeds the original maximum of 45 calendar days. The city reserves the right to determine whether occupational sick leave will be granted.
Granting of occupational sick leave will be subject to the same procedures and
standards (including predesignated physicians, resolution of disputes over benefits, use of Agreed Medical Examiners, etc.) as used in workers’ compensation matters and/or FMLA/CFRA matters.
If an EMT continues to be unable to work after the above described benefits have
been exhausted and the EMT has not been retired, the EMT will receive workers’ compensation temporary disability payments as provided in the California Labor Code. To the extent these benefits are less than the EMT’s full regular pay, the EMT shall supplement them by using accrued sick leave and/or vacation to reach the
amount equal to the EMT’s full regular pay until the EMT’s leave balances reach
zero, at which time the EMT would commence an unpaid leave of absence (i.e., the EMT would not receive a city paycheck). B. Non-Occupational Injuries or Illnesses
If an EMT is temporarily unable to work due to a non-occupational illness or injury, the EMT will receive those disability benefit payments for which the EMT is eligible and applies. To the extent that these benefits are less than the EMT’s full regular pay, the EMT shall supplement them by using accrued sick leave and or vacation to
reach the amount equal to the EMT’s full regular pay until the EMT’s leave balances
reach zero, at which time the EMT would commence an unpaid leave of absence.
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C. To the extent permitted by law, a leave of absence under this section will run concurrently with any FMLA or CFRA leave of absence an EMT is entitled to receive
it.
D. Leave of Absence Without Pay 1. General Policy
An EMT may be granted a leave of absence without pay pursuant to the approval of the Fire Chief or designee for less than two calendar weeks. If the duration of the leave of absence will be longer, the approval of the City Manager or designee is required.
An EMT shall utilize all the EMT’s vacation and/or sick leave (if applicable) prior to taking an authorized leave of absence without pay. A leave without pay may be granted for any of the following reasons:
a) Illness or disability. b) To take a course of study which will increase the EMT’s usefulness on return to the EMT’s position.
c) For personal reasons acceptable to the Fire Chief or designee and City Manager. d) Authorization Procedure
Requests for leave of absence without pay shall be made in writing and shall state specifically the reason for the request, the date when the leave is desired to begin, the probable date of return, and the agreement to reimburse the city for any benefit premiums paid by the city during the leave of absence. The request shall normally
be initiated by the EMT but may be initiated by the Fire Chief or designee, and, if
applicable, shall be promptly transmitted to the City Manager or designee for approval. A copy of any approved request for leave of absence without pay with a duration equal to or greater than two calendar weeks shall be delivered promptly to the Directors of Finance and Human Resources.
2. Length of Leave and Extension A leave of absence without pay may be made for a period not to exceed six months, unless otherwise approved by the City Manager. The procedure for granting
extensions shall be the same as that in granting the original leave provided that the
request for extension is made no later than 14 calendar days prior to the expiration of the original leave.
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3. Return From Leave
When an EMT intends to return from an authorized leave of absence without pay
either before or upon the expiration of such leave, the EMT shall contact the Fire Chief or designee at least 14 calendar days prior to the day the EMT plans to return. The Fire Chief or designee shall promptly notify the Human Resources Department of the EMT’s intention. The EMT shall return at a rate of pay not less than the rate
at the time the leave of absence began.
4. Leave Without Pay - Insurance Payments and Privileges While on leave without pay, an EMT may continue the EMT’s city insurance
benefits by reimbursing the city for the EMT’s costs of insurance on a monthly
basis during the period of the leave. Failure to reimburse the city for such benefits during the term of a leave of absence will result in the EMT’s coverage terminating on the first day following the month in which the last payment was received.
Upon EMT’s return to paid status, any sums due to the city shall be repaid through
payroll deductions. This applies to sums due for insurance as well as other payment plans entered into between the city and the EMT (e.g., computer loan). Upon eligibility for continuation of healthcare benefits under the Consolidated
Omnibus Budget Reconciliation Act (COBRA), the EMT will be notified of the
COBRA process. While on leave of absence without pay, an EMT shall not have all of the privileges granted during regular duty service.
E. Pregnancy Disability Leave Pregnancy Disability Leave shall be authorized and/or administered in accordance with the provisions of state and federal law. In the case an EMT is disabled by
pregnancy, childbirth or a related medical condition, the EMT shall be allowed to
utilize a combination of accrued leave and leave without pay to take a leave for a reasonable period of time, not to exceed four months. “Reasonable period of time” means that period during which the EMT is disabled on account of pregnancy, childbirth, or related conditions. An EMT shall utilize all accrued leave, except
sick leave, prior to taking leave without pay.
The EMT shall give the city reasonable notice of the date the leave shall commence and the estimated duration of the leave.
If the EMT is disabled by pregnancy, the EMT may be eligible to return to work on
a light duty assignment per the Department Directive regarding a non-occupational illness/injury.
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F. Extended Leave of Absence
Upon completion of either 84 consecutive calendar days (12 weeks) of leave of
absence (paid or unpaid and except when leave is ordered by the city or when the EMT is on an active duty military leave) the EMT will not be eligible for the benefits listed below:
1. accrual of sick leave and vacation and
2. holiday pay On the day that the EMT returns to work from the extended leave of absence, the EMT will resume eligibility for the abovementioned benefits and the EMT’s vacation
anniversary date will be adjusted for each calendar day the leave of absence lasted
beyond 84 consecutive calendar days. During or immediately following a leave of absence, if the EMT returns to work for fewer than 14 calendar days before subsequently going back on a leave of absence for the
same injury, illness or reason for the leave (paid or unpaid and except when leave is
ordered by the city or when the employee is on an active duty military leave), the second leave of absence shall be considered a continuation of the first leave of absence. G. Deployment Recovery Leave
Effective March 20, 2023, EMTs returning from incident deployments spanning 240 hours or greater shall be granted deployment recovery leave of up to 24 hours to cover the balance of their remaining shift if returning on a regularly scheduled workday.
If returning from an incident deployment spanning 240 hours or greater on a regularly
scheduled day off, EMTs shall be granted deployment recovery leave of up to 24 hours to cover the duration of their next regularly scheduled shift so long as that regularly scheduled shift is scheduled to begin within 24 hours of return from the incident.
EMTs returning from incident deployments spanning 240 hours or greater will not be
allowed to work overtime or a trade or be eligible to be force hired unless they have been off duty for a total of 24 hours whether returning on a regularly scheduled workday or a regularly scheduled day off.
In the event the department is experiencing a staffing shortage, the Fire Chief or the Fire
Chief’s designee may adjust deployment recovery leave as needed until the local staffing shortage is resolved. SECTION 22. MILITARY LEAVE
Military leave shall be authorized in accordance with the applicable provisions of state and federal law.
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SECTION 23. JURY DUTY
When called to jury duty, the EMT, having provided at least five working days’ written notice
from the date of the summons to the Human Resources department, shall be entitled to the EMT’s regular compensation. If the EMT also receives any compensation from the court for serving on a jury, the EMT will reimburse the City for the amount the EMT received from the court. The EMT shall be entitled to keep mileage reimbursement paid and/ or the transit pass paid or provided
while on jury duty and will be reimbursed for any applicable parking fees while on jury duty.
If the EMT is released early from jury duty, the EMT shall report to the EMT’s supervisor for assignment for the duration of the workday. At the discretion of the supervisor, the EMT may be released from reporting back to work if an unreasonable amount of the workday remains in light
of travel time to the job site after release. SECTION 24. LIFE/ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE AND VOLUNTARY BENEFITS
EMTs shall receive city paid life insurance in an amount equal to their base salary up to a maximum
base salary of $200,000. To determine the benefit, the amount of insurance is rounded to the next higher $5,000 multiple, unless the amount equals a $5,000 multiple. EMTs shall receive city paid Accidental Death and Dismemberment insurance in an amount equal
to their base salary up to a maximum base salary of $200,000. To determine the benefit, the
amount of insurance is rounded to the next higher $5,000 multiple, unless the amount equals a $5,000 multiple. Effective January 1, 2023, EMTs shall receive city paid life and AD&D insurance for a spouse
and children. The coverage amount for a spouse is $20,000 and for children is $10,000.
The city provides various voluntary benefits available at the EMT’s cost. An EMT may select among various levels of coverage. For information regarding these benefits, contact the Human Resources Department at 442-339-2440.
SECTION 25. WELLNESS The city shall contract with a wellness program provider to provide a wellness program to EMTs.
Participation in educational components is mandatory. EMTs are strongly encouraged to
participate in the comprehensive fitness assessment and in the blood chemistry evaluation; however, an EMT may choose not to participate in either of these two components. All information and results from this general fitness evaluation are confidential in accordance with federal and state medical information privacy laws, non-punitive and will be given only to the
EMT.
SECTION 26. PAID FAMILY LEAVE
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Per Administrative Order No. 84, EMTs will be eligible for up to 160 hours per year of paid family leave to care for an immediate family member or bond with a new child.
SECTION 27. DEFENSE AND INDEMNIFICATION The city will defend an EMT in an action or proceeding brought against the EMT in accordance
with the requirements and limitations in California Government Code Sections 995 through
996.6. The city will indemnify an EMT for a judgment for compensatory damages in accordance with the requirements and limitations in California Government Code Sections 825-825.6.
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